MINUTES OF THE MEETING OF THE COUNCIL

HELD ON 8 JULY 2010 AT THE FIRE STATION, OAKFIELD ROAD.

PRESENT: Council Members

Cllr. Rod Tranchant (Chair) Cllr. Geoff Breeze

Cllr. Jane Chaloner Cllr. Pat Connon

Cllr. John Gunning Cllr. Basil Lambert Cllr. Ray Lowe Cllr. Sylvia Main (Vice Chair) Cllr. Cedric Munday Cllr. Joe O’Sullivan

APOLOGIES FOR ABSENCE: Drew Allardice (Community Warden),

IN ATTENDANCE: County Councillor Pieter Montyn, District Councillor Graeme Barrett, District Councillor Peter Clementson & PCSO Rose Bainbridge,

10.108 Declarations of Interest. None.

10.109 Casual Vacancy. Due to the lack of response the Council agreed to extend the closing date to Friday 20 August 2010.

10.110 The minutes of the meeting held on 10 June 2010 were then confirmed by the Council as a correct record and signed by the Chairman.

10.111 Matters arising from the last Council meeting not included on the Agenda. None.

10.111 Public Questions. None.

10.112 Police.

The Council received a report from PCSO Rose Bainbridge reporting on the recent speeding and drink driving campaigns. Newsletters will be posted on noticeboards to encourage people to come forward with information. There has been an increase in burglaries and suspicious door callers and people are urged to call 999 immediately if they have a suspicious caller. Complaints have been received about speeding traffic in Beech Avenue but to pursue this any further the Police need witnesses to report registration numbers.

10.113. District Councillor Graeme Barrett reported that the Local Development Framework consultation has been put on hold – see more details under Minute 10.119.

On 29 June 2010 members were briefed on the current budget situation by the Officers. In summary, we were advised that there will be a major cut in the Government Support Grant over the next 4 years and there is a freeze on the Council Tax charges for 2 years. However, Parish and Town Council precept will be permitted to rise.

At the next CDC Executive Board meeting on 13 July the Board will be asked to recommend that the facilities at Bracklesham Car Park should be refurbished and provide new toilets, showers and an improved café unit. There are no plans to make any changes to the other facilities in the Ward.

Also at the next Executive Board meeting on 13 July the Board will be asked to recommend that the District Solicitor amends the CDC (Off-street Parking Places) (Civil Enforcement and Consolidation) Order 2010 to implement parking charges.

County Councillor Pieter Montyn reported that WSCC Youth Services have to cut £2m from its budget and recommendations will be considered by the Select Committee on Wednesday 14 July 2010. He also requested that the Parish writes to David Lambert at WSCC with its request for a pedestrian crossing in Stocks Lane to be paid for out of Section 106 money that is available and that he would follow this up and report back to the Parish Council.

10.114 Finance.

10.114.1 The Council received a statement of the current financial position.

10.114.2 The Chairman had agreed and signed the bank reconciliation prior to the meeting.

10.114.3 The Council received the following list of previously agreed Direct Debits and Standing Orders withdrawn since the last meeting.

Volwona (OakProperties) Office rent 400.00

Konica Minolta Photocopier rent 41.16

10.114.4 On a proposal from Cllr. Breeze, seconded by Cllr. O’Sullivan the following accounts totalling £2719.05 were approved for payment.

Doug Goodman Handyman contract June 2010 680 600.00

Doug Goodman Installing bench on Booker Green 680 200.00

J. Griffith Clerk’s salary June 2010 681 1181.61

V. Argyle Assistant to clerk salary 682 56.00

CDALC Local Association of Local Councils subs 683 15.00

Gwen Pritchitt Internal Auditor final insp. y/e 31.3.10 684 220.80

Travis Perkins Handyman supplies 685 36.83

Southern Electric Street Lighting Energy 686 341.27

EW PCC Churchyard water donation 687 47.25

British Gas Business Downview Pavilion supply 688 20.29

10.114.5 Proposed by Cllr. Lambert, seconded by Cllr. Main the Council agreed the appointment of Gwen Pritchitt as internal auditor for 2010-2011 pending confirmation of costs. Charges are based on income and the Parish Council will have an additional £330,000 pass through its account from the Big Lottery and WSCC which will go straight out to CDC to pay for the construction of Bracklesham Barn. This amount of income would normally take the internal audit charges into the top bracket but a request for a lower fee is to be made because of this particular one off situation.

10.114.6 CDC Dog Warden

The Council noted that the charges for this service were increased on 1 April 2010 from £36/hr to £45/hr. It felt that an increase of 25% is too high especially as it is not in the budget for this year. After lengthy discussion on a proposal by Cllr. Main, seconded by Cllr. Connon it agreed that in these circumstances it would be difficult to find this extra money and asked the Clerk to offer £40/hr.

10.115. Street Lights.

There was no report this month.

10.116 Christmas Lights.

Cllr. Lowe reported that local businesses have been asked to contribute towards the continuation of the Christmas Lights. In response to the advert the Working Party has been approached by electricians who are interested in quoting for work on the Christmas lights. After further discussions with them they will be asked to quote for certain works. The Working Party is still waiting for all the responses back from New Parade businesses to the question of them having lights. Unfortunately, the Race Night was cancelled due to lack of support but there will be more fundraising events in the future which will be displayed on noticeboards.

10.117 School Crossing in Stocks Lane.

The Chairman reported that he had attended the recent County Local Committee where it was on the Agenda. Several mothers from EW County Primary School also attended and presented a petition of some 200 names. It appears that there could be some money available through Section 106 contributions which come from local developments. It was agreed, with the support of County Councillor Pieter Montyn, that this proposal would now be explored further. On a proposal by Cllr. Gunning, seconded by Cllr. Lambert the Council agreed that a permanent pedestrian crossing should be installed. Also proposed by Cllr. O’Sullivan, seconded by Cllr. Lowe the Council agreed that this should be top priority as safe access to the main school entrance is vital to the community. As suggested by Cllr. Montyn it was agreed to submit this to Mr. David Lambert, Section 106 Projects Officer, WSCC Highways.

10.118 Leader or Directly Elected Mayor for Chichester District Council.

Proposed by Cllr. Breeze, seconded by Cllr. Main the Council agreed that a Leader would be its preferred option for Chichester District Council. Cllr. O’Sullivan and Connon asked that their objections be recorded.

10.119. Local Development Framework (LDF). The Council noted that the CDC consultation is on hold.

The District Council’s Local Development Framework Panel agreed on 23 June that it will recommend to the Council’s Executive Board that the Core Strategy should be put

on hold until there is clarification on:

• local infrastructure provision; and,

• future Government proposals for planning.

In coming to its decision, the Panel considered the continuing concerns over the capacity of local infrastructure and its ability to deal with growth. The capacity for waste water treatment, in particular, has been under close scrutiny, as has the A27 and traffic congestion. The Environment Agency, Natural England, the Highways Agency, Southern Water and West Sussex County Council have expressed their concerns.

10.120. Fire and Rescue Consultation – to receive comments from Councillors re. mail circulated to Councillors on 2 June. This was deferred to the September 2010 meeting.

10.121. Review of Risk Assessments

The Council reviewed the Risk Assessments presented by the Clerk and on a proposal by Cllr. Chaloner, seconded by Cllr. Main the Council agreed they were in order.

10.122 Village Hall – the Council noted the following report from Cllr. Lambert written on behalf of Cllrs. Pat Connon, Sylvia Main and Cllr. Lambert as appointed representatives to the Village Hall Committee.

Report:

Due to changes necessary in the running of the village hall it had become necessary to rewrite parts of the original Trust Deed and Constitution which had come into effect on 27th January 1975.

The main points that had to be considered concerned the charges made for the hire and requirements for using the rooms and the sole, free and exclusive use of the hall to the Parochial Church Council on all Sundays and Holy Week. These revisions had been going on for a couple of years and just recently the final changes had been agreed – or so it was thought.

At the meeting held on 2nd June, when the representative’s names of the organisations involved were being confirmed a member queried the validity of the standing of the three members from the Parish Council. The Chairman (Keith Smith) said this was in order and had been confirmed many years before. His statement was also confirmed by one of the original Trustees. However, being unable to provide the necessary paperwork immediately, the objection was upheld.

Another member then proposed that these councillors be co-opted to the committee – but without the right to vote – which was agreed. This came as a great embarrassment to us as it had never been raised in the past so as we prepared to walk out of the meeting – were asked to stay, which we did reluctantly.

At a subsequent sub-committee meeting on the Constitution, and on behalf of all three of us, I expressed our anger to the Chairman and said that at the next full meeting in September we expected the whole occurrence to be struck from the Minutes and that a public apology is made by that member.

Since then I have again spoken to the Village Hall Chairman and explained that those councillors elected by the Parish Council to represent them on the village hall committee are there by right and are not re-elected annually by the Village Hall Committee but only to have their names confirmed. If necessary, appropriate action must be taken in the new draft Constitution so that the Parish Council paragraph clearly reflects this.

Diana Strange, Chair of BBCA, arrived.

10.123. Bracklesham Park.

10.123.1 The Clerk reported that the main hall roof timbers should be arriving on Monday 12 July which will take 2-3 days to put up.

10.123.2 Cllr. Munday reported that the peeling paint on the railings to the play areas has been reported to the playground contractors and this is under investigation.

10.123.3 The Council gratefully accepted a donation of £25 from the BBCA towards reasonable photocopying to year end 31 March 2011.

10.123.4 The BBCA will be holding another Elvis Night on 31 July – look out for posters, tickets are available from Calamity’s Café. A Retro Night is also proposed, information will be found on noticeboards.

10.124 Parish Council Office.

Proposed by Cllr. Connon, seconded by Cllr. Munday the Council agreed to purchase a safe for £220. (Minute 09.96.7)

10.125. Meeting in August. On a proposal by Cllr. Chaloner seconded by Cllr. O’Sullivan the Council

agreed not to hold a meeting on 12 August and that any previously agreed payments can be made by the Clerk.

10.126 Urgent matters that the Chairman wishes to bring to the attention of the Council. None.

Signed______________________________Chairman Date_________________________

THE NEXT REGULAR MEETING OF THE PARISH COUNCIL WILL BE AT 7PM ON

THURSDAY 9 SEPTEMBER 2010 AT THE FIRE STATION, OAKFIELD ROAD.

MINUTES OF THE MEETING OF THE COUNCIL

HELD ON 10 JUNE 2010 AT THE FIRE STATION, OAKFIELD ROAD.

PRESENT: Council Members

Cllr. Rod Tranchant (Chair) Cllr. Geoff Breeze

Cllr. Jane Chaloner Cllr. John Gunning Cllr. Basil Lambert Cllr. Ray Lowe Cllr. Sylvia Main Cllr. Cedric Munday Cllr. Joe O’Sullivan

APOLOGIES FOR ABSENCE: Cllr. Pat Connon

IN ATTENDANCE: County Councillor Pieter Montyn, District Councillor Graeme Barrett, PCSO Rose Bainbridge, Drew Allardice (Community Warden),

Mr.Andy Ekinsmyth, Service Manager-Transport (WSCC) and

Mr. Bob Norris

10.94 Declarations of Interest. None.

10.95 The minutes of the meeting held on 13 May 2010 were then confirmed by the Council as a correct record and signed by the Chairman.

10.96 Matters arising from the last Council meeting not included on the Agenda.

None.

10.97 Public Questions. None.

Four members of the public arrived.

10.98 Police The Council received a report from PCSO Rose Bainbridge on incidents that have occurred in the last month. The incidents were considered quite low level but included burglaries and beach parties. The Council raised concern that both PCSO Bainbridge and Bromley were taken from the Parish to guard the site of the recent attempted robbery at Austen Jewellers in Chichester during fine weather in half term week when our population had increased substantially with the arrival of thousands of tourists. Proposed by Cllr. Lambert, seconded by Cllr. Tranchant the Clerk was asked to write to CI Ali Darge with these concerns.

10.99. Highway Safety. The Council received a detailed briefing from Mr.Andy Ekinsmyth, Service Manager-Transport in WSCC, regarding the various matters raised in relation to safety at the school in Stocks Lane, and in Church Road near St.Peter’s Church.

Stocks Lane – school crossing.

He reported that there had been no suitable response for the vacancy of school crossing person. He explained the financial implications involved in providing a permanent crossing and that due to the financial situation of WSCC all applications were graded. Stocks Lane, school entrance, had been studied and did not fall in the priority list therefore WSCC funding would not be available. Very rough guides to costs were £15-20,000 for a zebra crossing and £45-60,000 for a pelican crossing. He encouraged the Council and mothers who were attending the meeting to source some outside funding as the WSCC could possibly be facing a 75% cut in such things.

Church Road – speeding near St. Peter’s Church and the school entrance.

He reported that studies have been done and show that there is not an excessive speeding problem. The Council, representatives from the Church and members of the public queried the survey as many of them had personal experiences of speeding traffic in that area. The results of the survey prevent any further measures being put in place.

10.100 Reports from District and County Councillors.

District Cllr. Graeme Barrett reminded the Council that Parishes have been requested by CDC to decide their preference regarding either retaining the Leader of the Council, who is elected by the Members, or having a directly elected Mayor, elected by the Public. He reminded the Council that in August the Parish Council will be asked to comment on whether the Core Strategy Document is sound. He also reminded the P. Council that CDC has invited comments on its Consultation on new Grants and Concessions Policy. He concluded by reporting that the Emergency Plan is near completion.

County Cllr. Pieter Montyn reported that Louise Goldsmith is now Leader of WSCC and he now has the position of Deputy Portfolio Holder for Transport.

10.101 Finance.

10.101.1 The Council received a statement of the current financial position.

10.101.2 The Chairman had agreed and signed the bank reconciliation prior to the meeting.

10.101.3 The Council received the following list of previously agreed Direct Debits and Standing Orders withdrawn since the last meeting.

Volwona (Oak Properties) Office rent 400.00

10.101.4 On a proposal from Cllr. Main, seconded by Cllr. Lambert the following accounts totalling £4684.24 were approved for payment.

Doug Goodman Handyman contract May 10 669 480.00

Doug Goodman Planting shrubs at B. Park 669 50.00

J. Griffith Clerk’s salary May 10 670 1181.61

HMRC Clks tax & NIC 1st Qtr 671 1305.48

Sidlesham Bedding plants Parish summer flowers 672 291.06

Portsmouth Water Downview pavilion 673 13.17

Travis Perkins B. Park maintenance 674 82.22

Oak Properties Office electricity 675 270.55

Castle Printers Annual Parish Meeting leaflet 676 375.00

Staples Stationery 677 74.33

Neptune Outdoor Furniture Purchase of seat on Booker Green 678 515.82

CDC Dog Warden 679 45.00

10.101.5 The Council received the financial statements for year ended 31 March 2010. The Council was 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. Gunning the Council approved the accounts. Cllr. Lambert raised a few points for consideration for next year’s accounts which he was asked to submit to the Clerk.

10.101.6 Proposed by Cllr. O’Sullivan, seconded by Cllr. Gunning 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.

10.102 Street Lights. A street light inspection was carried out on Wednesday 8 June between 9.15pm and 10pm and one light was found to be out: Col. 18 Bracklesham Lane. The Clerk has reported this fault.

10.103 CDC Consultation on new Grants and Concessions Policy. The Council noted the document and had no comment.

10.104. Christmas Lights. The Working Party reported that a letter is being sent out to all the businesses in the Parish requesting a donation towards the lights. An advertisement is going out for an electrician for the lights – not the lights on the street columns. WSCC have advised that the street columns will be replaced over the next 5 years following a consultation. The Working Party agreed to put the emblems on the columns again this year.

10.105. Bracklesham Park.

10.105.1 The Council received a copy of the unconfirmed minutes from the Bracklesham Park Committee – these will be displayed on the noticeboard and the Parish Council website.

10.105.2 Proposed by Cllr. Munday, seconded by Cllr. Lowe the Council agreed to rename the centre Bracklesham Barn.

10.105.3 Police Room Lease. The Council agreed the comments made by the B. Park Committee covering public liability and requested the Clerk forward these to its Solicitor.

10.105.4 The Council asked the Clerk to write a letter of thanks to Mr. Hobb for donating a tennis net and posts for use at the Park.

10.105.5 The licensing of Bracklesham Barn will be discussed at the next Bracklesham Park Committee meeting.

10.105.6 Website The Clerk provided the Council with a website proposal and quote from Access by Design for a website for Bracklesham Barn of £2,087.50. The Council agreed that the Bracklesham Park Committee decide on the content of the website. Proposed by Cllr. Breeze, seconded by Cllr. Main the Council agreed to ask the BBCA for a contribution of 50% of the design fee and suggested that they have a link to their website or page.

10.106 Parish Council Office.

10.106.1 Assistant to the Clerk. Proposed by Cllr. Munday, seconded by Cllr. Lowe the Council agreed to appoint Mrs. Ginny Argyle and that the Chairman signs the contract of employment circulated to the Council prior to the meeting.

10.106.2 Any information from the Clerk and the Chairman regarding the office. None

10.107 Urgent matters that the Chairman wishes to bring to the attention of the Council. None.

Signed______________________________Chairman Date_________________________

THE NEXT REGULAR MEETING OF THE PARISH COUNCIL WILL BE AT 7PM ON

THURSDAY 8 JULY 2010 AT THE FIRE STATION, OAKFIELD ROAD.

MINUTES OF THE ANNUAL MEETING OF THE COUNCIL

HELD ON 13 MAY 2010 AT THE FIRE STATION, OAKFIELD ROAD.

PRESENT: Council Members

Mr. J. O’Sullivan (Chairman) Mrs. J. Chaloner

Mrs. P. Connon Mr. R. Lowe

Mrs. S. Main Mr. C. Munday

Mr. R. Tranchant

APOLOGIES FOR ABSENCE: Cllr. G. Breeze, Cllr. Gunning, Cllr. B. Lambert, Cllr. P. Clementson and Community Warden Drew Allardice

IN ATTENDANCE: District Councillor Graeme Barrett and two members of the public.

10.70 Election of Chairman

The Council agreed to hold a paper ballot if there is more than one nomination.

Cllr. Tranchant was nominated by Cllr. Lowe and seconded by Cllr.Connon . There were no other nominations. Cllr. Tranchant was thereby elected Chairman for the coming year on a unanimous vote.

The Council thanked Cllr. O’Sullivan for all his hard work during his time as Chairman.

County Councillor Pieter Montyn arrived.

10.71 Election of Vice Chairman

The Council agreed to hold a paper ballot if there is more than one nomination.

Cllr. Main was nominated by Cllr. Lowe, seconded by Cllr. Chaloner

Cllr. Lowe was nominated by Cllr. Connon, seconded by Cllr. Munday

Cllr. Main was elected as Vice Chair after a paper ballot.

10.72. The Council received the resignation of Mr. Stuart Campbell and thanked him for all his work during his time as Councillor. The Clerk explained that the notice for a by election was on the noticeboards until 14 May 2010. The Council unanimously agreed that should the vacancy go to co-option then an advert would be placed in the Parish with a closing date of 21 June 2010 with a view to holding interviews on Monday 5 July 2010 attended by 50% of the Council.

10.73 Declarations of Interest None

10.74 Minutes of the last meeting

County Councillor Pieter Montyn requested that the last sentence of the first paragraph of minute 10.58.4 regarding Tide Way be changed to ‘WSCC is now seeking the views of the Fire Service and this will be reported back when available.’ Proposed by Cllr. Chaloner, seconded by Cllr. Connon the amended minutes of the meeting held on 8 April were confirmed by the Council as a correct record and signed by the Chairman.

10.75 Matters Arising from the last meeting. None

10.76 Appointment of Planning Committee

On a proposal by Cllr. O’Sullivan, seconded by Cllr. Chaloner the Council agreed the following appointments to the Committee:

Cllr. Breeze, Cllr. Lambert, Cllr. Lowe, Cllr. Main and Cllr. Munday.

10.77 Appointment of Bracklesham Park Committee

On a proposal by Cllr. Main, seconded by Cllr. Connon the Council agreed the following appointments to the Committee:

Cllr. Gunning, Cllr. Munday and Cllr. O’Sullivan.

This Committee will attend the Bracklesham Park Action Group meetings with CDC.

The Council unanimously agreed to keep the same members as last year to provide continuity, at least until the building is finished.

The Chairman and Vice Chairman are ex-officio members of all Committees.

10.78 On a proposal by Cllr. O’Sullivan, seconded by Cllr. Connon the Council agreed the following appointments to Working Parties:

Public Open Spaces, Parish Lands and Sea Defences : Cllr. Breeze, Cllr. Lowe,

Cllr. Munday and Cllr.Tranchant.

Crime Prevention: Cllr. Chaloner, Cllr. Connon and Cllr. Lambert.

Christmas Lights: Cllr. Chaloner, Cllr. Breeze, Cllr. Lowe, Cllr. O’Sullivan and Cllr. Tranchant. This Working Group welcomes members of the public.

Street Lights: Cllr. Breeze.

Parking Issues: Cllr. Connon and Cllr. Lowe.

10.79 On a proposal by Cllr. Munday, seconded by Cllr. Main the Council agreed the following appointments of representatives to other organisations

1 Chichester Sub-Group of the Association of Local Councils – Cllr. Connon and Cllr. Lowe.

2 Village Hall Management Committee – Cllr. Connon, Cllr. Lambert and Cllr. Main.

3 Youth Club Management Committee – Cllr. Chaloner.

4 Community Forum – Cllr. O’Sullivan and Cllr. Tranchant.

5 Twinning Committee – Cllr. Lowe.

6 County Committee – Cllr. Tranchant.

10.80. Public Questions. Two members of the public wished to raise concerns about Booker Green when it comes up on the Agenda.

10.81. Reports from District and County Councillors.

District Councillor Graeme Barrett has been following up various issues raised by the Parish Council and suggested he answered questions as the items arose on the Agenda.

County Councillor Pieter Montyn reported on a local charity in West Wittering that recycles wheelchairs which are sent to help those with disabilities in Africa. Storage of wheelchairs is a big problem and he is forwarding a request to anyone who has some storage space to contact the Clerk who will put them in touch with the charity.

10.82 Finance.

10.82.1 The Council received a statement of the current financial position.

10.82.2 Cllr. O’Sullivan had agreed and signed the bank reconciliation prior to the meeting.

10.82.3 The Council received the following list of previously agreed Direct Debits and Standing Orders withdrawn since the last meeting.

Volwona (OakProperties) Office rent 400.00

D. Pearce Name the hall competition winner 25.00

0.82.4 On a proposal from Cllr. Tranchant, seconded by Cllr. Lambert the following

accounts totalling £8643.92 were approved for payment.

Doug Goodman Handyman contract Apr 10 240.00

J. Griffith Clerk’s salary Apr 10 1181.61

J. Griffith Clk’s expenses 166.74

L. Wright Office Assistance Apr 10 290.40

BT Telephone & internet 248.28

Travis Perkins Clock chain 3.33

S. Dobbin Financial assistance to Clerk 400.00

AON Annual Insurance premium 4595.69

WSCC Street Light Maintenance charge to 31.3.10 828.22

Hedleys Solicitor’s fees purchase of Booker Green 617.19

CDC Dog Warden Feb/Mar 10 72.00

British Gas Downview Pavilion 0.46

10.83. Local Rag Newsletter

The Council received a report from Cllr. Lambert regarding the cost of Council inserts.

Proposed by Cllr. Munday, seconded by Cllr. O’Sullivan the Council agreed to pay £75/qtr for Parish Council inserts up to 12 pages a year into the Local Rag and payments would commence covering the period starting 1 April 2010 payable quarterly in advance.

10.84. Highways.

10.84.1 Street Lighting. A street light inspection was carried out on Wednesday 8 May and two lights were found to be out. The Clerk has reported this fault.

Various lights in Middleton Close and Pebble Beach have been reported to A2

Dominion and are still out. Clerk to chase up the replacement light required in Windmill Court and also report Col. 4 Church Road is lying on the verge and the column next to the bus stop at the junction of Bracklesham Lane and Tile Barn Lane is overgrown.

10.84.2 Highway Safety including school crossing in Stocks Lane.

County Councillor Pieter Montyn confirmed that Mr. Andy Ekinsmyth, Service Manager, Transport in WSCC will attend the next Parish Council meeting on 10 June to give a more detailed briefing regarding highway safety in the Parish.

10.85. Clock.

The Council received a report from Cllr. Lowe that the welding had broken around the base of the clock pole. John Davis and Terry Chaplin very kindly fixed the problem free of charge. The Council unanimously agreed to write to them to thank them for their help.

10.86 Car Parking

The Council felt that the price structure proposed by CDC were not appropriate as there was not enough incentive to use the Marine Drive car park. District Councillor Graeme Barrett explained that the charges are effective from 1 April 2011 and will run for one year during which time the Parish Council is invited to make comments to CDC.

10.87. Foreshore.

The Council received a report from Cllr. Tranchant on his meeting with CDC on 5 May together with the Clerk. Proposed by Cllr. Munday, seconded by Cllr. Main the Council agreed the following wish list for Bracklesham Foreshore for submission to CDC (in no particular order):

a. A vibrant centre that will attract visitors to Bracklesham.

b. A good café and eating area with weather protection for year round use – could be filled in quite cheaply.

c. Improve toilets.

d. Sufficient parking.

e. Water sports organisations set up there – noticeboards for their use.

f. Permanently open slipway providing good launching facilities for the two CDC safety boats and pleasure craft.

g. Achieve a blue flag beach award.

h. 2 showerheads on outside wall with push button operation.

i. Picnic tables on Kosy Kot site.

10.88. Booker Green.

10.88.1 The Council received a verbal report from the Clerk on Booker Green.

10.88.2 Two members of the public requested that the gates be removed at Booker Green as they obstructed the through path forcing walkers through wet and puddled ground. The Council was concerned about moving the gates which it felt prevented cars accessing the green. Therefore on a proposal by Cllr. Main, seconded by Cllr. Connon the Council agreed to investigate upgrading the path alongside the gate.

10.88.3 The Clerk put forward a proposal that the planters on the green are refurbished and re-designed to produce one using small pebbles to spell East Wittering and Bracklesham Parish Council and Booker Green and two others to provide

barbeque surfaces. The Council agreed in principle and requested further details.

10.88.4 Proposed by Cllr. Connon, seconded by Cllr. Munday the Council agreed that a contribution towards the maintenance of the open space of £50 per day be requested from businesses requesting to use of Booker Green.

10.88.5 Proposed by Cllr. Connon, seconded by Cllr. Munday the Council agreed to a request from Shore Watersports to use Booker Green over weekend 26-27 June 2010 and Wittering Churches Together on 8 August at 3pm.

10.89. Christmas Lights.

Cllr. Lowe reported that the Working Party is trying to repair some of the broken emblems. After the positive response to the lights was received at the Annual Parish Meeting it has decided to put them up again this year.

Funds are still required and a Race Night will be held at East Wittering Village Hall on 19 June.

10.90 Annual Parish Meeting.

The Council agreed that the lower attendance was probably due to the political broadcasts on the television that night. It agreed that the leaflet was good but could be improved and that the information provided on the tables looked messy and should be produced in a neater format next year.

10.91. Bracklesham Park.

10.91.1 Due to the public dissatisfaction received about the name ‘Brackle’ the Bracklesham Park Committee (BPC) was asked to bring two alternative names to the Council in June for consideration to be used around the name ‘Barn’.

10.91.2 The Clerk reported that there were some faults in the playground which were being dealt with by CDC and the contractor.

10.91.3 The Council unanimously agreed that the Park be used by CDC for its Summer of Sports programme during the school holidays for young people (similar to the one that we staged last year). It would like to stage some free MultiSport sessions on the days detailed below (no toilet/changing facilities are required as each session is only for an hour). Qualified, CRB checked coaches will be used to run the sessions and the activities will be fully risk assessed. Consent forms will be sent out to all the local schools, youth clubs etc so that people can sign up. The scheme is being delivered in partnership with HydeMartlet, Home, A2 Dominion, Affinity Sutton, Raglan Housing Association, and the Youth Service. These schemes are open access so anyone can sign up.

Bracklesham Park, 4pm-5pm

Tuesday 27th July

Tuesday 3rd August

Tuesday 10th August

Tuesday 17th August

Tuesday 24th August

Tuesday 31st August

10.91.4 Proposed by Cllr. Connon, seconded by Cllr. O’Sullivan the Council agreed that the Clerk be given the power to take bookings at Bracklesham Park without consulting the Parish Council.

10.91.5 Bracklesham Park Committee has received the draft lease from Hedleys Solicitors and will be submitting any queries to them before forwarding it to CDC for its input.

10.91.6 BBCA reported a good feedback from the questionnaire. The results will be collated and the Council will be given a copy.

10.91.7 The Council agreed that the Clerk liaise with the BBCA to organise the Information Day on 15 September at the United Reformed Church.

10.91.8 The BBCA asked if the 5 year plan will be updated. The Clerk replied that the current one is the one submitted to the BLF and that it will have to be updated as the building progresses and more information is available.

10.92. Parish Council Office.

10.92.1 Proposed by Cllr. Main, seconded by Cllr. O’Sullivan the Council ratified the advert for replacement of Assistant to Parish Clerk.

10.92.2 Proposed by Cllr. O’Sullivan, seconded by Cllr. Munday the Council agreed that due to the financial and sensitive nature of the matter it would discuss the terms of the contract and remuneration in closed session at the end of the meeting.

10.92.3 Any other matters the Clerk or Chairman wish to raise regarding the Parish Office. None.

10.93. 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 THURSDAY 10 JUNE 2010 AT THE FIRE STATION, OAKFIELD ROAD.

MINUTES OF THE MEETING OF THE COUNCIL

HELD ON 8 APRIL 2010 AT THE FIRE STATION, OAKFIELD ROAD.

PRESENT: Council Members

Cllr. Joe O’Sullivan (Chairman) Cllr. Geoff Breeze

Cllr. Pat Connon Cllr. Jane Chaloner

Cllr. John Gunning Cllr. Basil Lambert Cllr. Ray Lowe Cllr. Rod Tranchant

APOLOGIES FOR ABSENCE: Cllr. Stuart Campbell, Cllr. Sylvia Main, Cllr. Cedric Munday, Drew Allardice (Community Warden), District Councillor Peter Clementson and PCSO Ann Bromley

IN ATTENDANCE: County Councillor Pieter Montyn, District Councillor Graeme Barrett and PCSO Rose Bainbridge

PCSO Rose Bainbridge left the meeting to attend to a police matter.

10.48 Declarations of Interest. None.

10.49 Minute 10.35.4 was amended to read the payment to Southern Electric as £28.15. The amended minutes of the meeting held on 11 March 2010 were then confirmed by the Council as a correct record and signed by the Chairman.

10.50 Matters arising from the last Council meeting not included on the Agenda.

Cllr. Lambert raised a query on the budget monitor and the Chairman advised that this would be dealt with under the Finance item.

10.51 Public Questions. None.

The Council agreed to defer the next item on Policing until PCSO Rose Bainbridge returned.

10.52 Reports from District and County Councillors.

District Councillor Graeme Barrett reported that he was assisting with the provision of contacts for the Fire Service for the Emergency Plan and expected to have some information for the Clerk in the next week. Three new Planning Enforcement Officers, with previous planning experience, have been appointed to CDC which will strengthen the Enforcement Department and speed up the process. The licence application for Rossi’s Fried Chicken takeaway in Bracklesham is not for alcohol but to allow the selling of food until 11.30pm on Fridays and Saturdays. Cllr. Barrett was very pleased to hear about the Turf Cutting ceremony at Bracklesham Park on 15 April.

County Councillor Pieter Montyn reported on the Snow Summit held by WSCC the conclusions of which will be duly processed and improvements made wherever possible. He did point out, and the Parish Council agreed, that it is difficult to prepare for such irregular weather events and there may be ways in which the community can help itself and each other. This is a subject which should be covered in the Emergency Plan. The vacancy for a Lollipop Lady at the school is raising concern. WSCC is advertising the post and anyone interested can obtain details from the Clerk. WSCC is responsible for finding someone to fill the post but is not responsible for the consequences of not finding anyone. He expressed disappointment that no parents had applied.

PCSO Rose Bainbridge returned to the meeting.

10.53 Police. PCSO Rose Bainbridge reported on the theft of numerous drain covers throughout the Parish and any new thefts should be reported to the Police. The Police do have some leads. There have been a couple of burglaries in both East Wittering and Bracklesham shops. Also several bikes have been reported stolen. Speeding has also been targeted in the Parish using the mobile speed gun.

10.54 Finance.

10.54.1The Council received a statement of the current financial position. Cllr. Lambert queried the presentation of the figures. The Clerk explained that the budget monitor had been run into April so that the Council could see the inclusion of last month’s payments. For the April meeting the monitor should really have started with nil as nothing had yet been spent in the new financial year starting 1 April 2010. The figures were now being prepared by Mr. Dobbin for the Auditor’s Annual Return which would then be circulated to the Council for approval. Councillors were satisfied with the accounts and the Clerk said they were welcome to arrange a meeting at the office to see how the accounts were maintained.

10.54.2The Chairman had agreed and signed the bank reconciliation prior to the meeting.

10.54.3The Council received the following list of previously agreed Direct Debits and Standing Orders withdrawn since the last meeting.

Volwona (OakProperties) Office rent                               400.00

Konica Minolta Copier rent and copy charge                      51.66

10.54.4On a proposal from Cllr. Tranchant, seconded by Cllr. Lambert the following accounts totalling £6797.11 were approved for payment.

Doug Goodman Handyman contract Mar 10                               600.00

J. Griffith Clerk’s salary Mar 10                                                  1181.61

J. Griffith Clk’s expenses                                                      47.20

L. Wright Office Assistance Mar 10                                       315.00

Staples Stationery                                                  75.89

CDC CCTV contribution 2009/10                                3000.00

Travis Perkins Handyman supplies                                  16.21

SALC Subscription to NALC & SALC and LCR                              1188.09

WSCC Annual Inspection of fire extinguishers                              35.66

Southern Electric Street Lighting Energy Account                         337.45

10.54.5Proposed by Cllr. Tranchant, seconded by Cllr. Lambert the Council agreed to pay the annual AON (formerly Allianz) insurance premium of £4595.69 at the Council meeting on 13 May 2010.

10.55 Millennium Clock

10.55.1Proposed by Cllr. Lowe, seconded by Cllr. Connon the Council agreed to the quote of £299.00 for a stainless steel plaque listing donations for the Millennium Clock.

10.55.2Proposed by Cllr. Lowe, seconded by Cllr. Connon the Council agreed to write to Barclays Bank and ask for permission to fix the plaque to its wall before placing the order.

10.56 Local Rag Newsletter.

Proposed by Cllr. Lambert, seconded by Cllr. Breeze the Council agreed that Cllr. Lambert negotiate the number of inserts with Castle Printers for a price of £50/qtr.

10.57 Annual Parish Meeting – 22 April 2010.

The Clerk handed out leaflets to Councillors for distribution. The Chairman confirmed that refreshments would be provided by Cllr. Chaloner and asked that Councillors be at the hall from 6.30pm to assist with tables and chairs. The Council agreed that the Chairman and speakers would sit at the front table. The Clerk to arrange collection of hall keys.

10.58 Highways

10.58.1 Street Lighting. A street light inspection was carried out on Wednesday 7 April and one light was found to be out: Col. 5 Church Road. The Clerk has reported this fault.

Various lights in Middleton Close and Pebble Beach have been reported to A2

Dominion and are still out. Clerk to chase up the replacement light required in Windmill Court.

10.58.2 Safety on the path behind the hedge in Church Road.

County Councillor Pieter Montyn supported the Parish Council’s request that the safety of this path needed improvement. He encouraged the Council to apply to Mr. Matt Starling who administered the Community Safety Fund at WSCC with a view to improving the lighting of this path. The Clerk added that she had also been in touch with Pam Bushby at CDC Community Safety who was also supporting the improvement of the path.

10.58.3 Gritting of Church Road and Piggery Hall Lane.

Cllr. Montyn reported that he had followed up the Parish Council’s request but WSCC’s responded that there was not the degree of traffic on this road to warrant gritting. However, the results of the Snow Summit may affect gritting provision and he would bring pressure to bear whenever possible.

10.58.4 Tide Way – limited width road access.

Cllr. Montyn reported that the road width is in accordance with the highway regulations. It is not possible to extend the width of the road by using some footways because the services running under footways are not as deep as required for roads so it would mean re-laying the services. The grass area in the middle of the estate is privately owned and it would be up to the residents to negotiate for provision of parking which would be expensive. The area is being surveyed by WSCC and the results are awaited.

The Planning Committee suggested that this is a situation which must not happen again and should be raised with the planning department and WSCC Highways. The Council was advised that planning guidance for parking provision is under national review. The Council noted all the comments made but had to rely on WSCC to deal with this matter.

10.58.5 Parking

The Council received information regarding the de-criminalisation of parking in the Parish as from 12 April 2010 and that parking would no longer be a matter for the Police but Chichester District Council. The Council was advised that it was expected that 2 wardens would be assigned to the peninsula. The Council received details of the following car parking charges from 1 April 2011 which will be regularly reviewed:

Northern Crescent Up to 2 hrs Free

9am-5pm Mon-Sat Up to 3 hrs £1

inclusive Up to 4 hrs £2

(maximum stay)

Bracklesham Seafront

Seasonal Apr-Oct Up to 2 hrs £1.20

9-5pm Mon-Sun inclusive More than 2 hrs £3.50

Seasonal Nov-March Up to 2 hrs Free

9-5pm Mon-Sun inclusive More than 2 hrs £1

Marine Drive

Seasonal Apr-Oct Up to 2 hrs £1.20

9-5pm Mon-Sun inclusive More than 2 hrs £3.50

Business Car Park Free

Councillors were not confident that a suitable price structure had been implemented and asked that it be on the next Agenda for further discussion.

Diana Strange, Chair of the Bracklesham Bay Community Association, arrived.

10.59 Foreshore.

The Clerk advised that she and Cllr. Tranchant would be attending CDC to meet with Jane Hotchkiss and Bob Riley to discuss the future of Bracklesham Foreshore.

10.60 Remembrance Day arrangements.

The Council unanimously agreed it would not be responsible for the organisation of the event. Proposed by Cllr. Gunning, seconded by Cllr. Lowe the Council agreed that Cllr. Lambert be the contact with the Royal British Legion and to bring any comments back to the Council.

10.61 Bracklesham Park.

10.61.1 The Council reminded Parishioners that the contractors were now starting to arrive on site and the ceremony of cutting the first turf would take place at 3.30pm on Thursday 15 April.

10.61.2 The Council agreed to leave it to the contractor to decide on the positioning of its porta cabins.

10.61.3 The Council received entries for the name the hall competition and together with Diana Strange unanimously agreed to use the word ‘Barn’ in the name. Cllr, Tranchant suggested it be called Braccol Barn after the original Saxon Braccol who first settled in the area. The Council agreed that the different spelling would be difficult to communicate over the telephone and might lead to misspelling so decided that it be spelt ‘Brackle Barn’. The winner of the competition is Mr. Pearce.

10.61.4 CRB Checks. Diana Strange, Chair of the BBCA, reported that the BBCA will be able to get CRB checks done for volunteers through Atlantic Data.

10.61.5 The Clerk reported that CDC Licensing Dept would be invited to attend the next Bracklesham Park Committee to advise on the best licence for the centre.

10.61.6 Cllr. Jane Chaloner advised of the following fund raising events:

15 May – Beetle Drive in EW Village Hall

31 July – Elvis Night in EW Village Hall

10.61.7 Diana Strange, Chair of the BBCA, reported a 2 day training event in Brighton on managing volunteers.

10.62. Booker Green.

10.62.1 The Council confirmed that its purchase of the freehold of Booker Green for £29,000 has been completed. The Clerk was asked to approach The Farmhouse at the Shore Road entrance to Booker Green to discuss moving the gate.

10.62.2 Proposed by Cllr. Breeze, seconded by Cllr. Lowe the Council agreed to place a seat on Booker Green near the planter in the centre.

10.63. Parish Council Office.

The Chairman advised the Council that Lucy Wright, Assistant to the Clerk, has submitted her resignation in order to pursue another career. The Council agreed that the Clerk start looking for a volunteer to assist her.

10.64. Urgent matters that the Chairman wishes to bring to the attention of the Council. None.

Signed______________________________Chairman Date_________________________

THE NEXT REGULAR MEETING OF THE PARISH COUNCIL WILL BE AT 7PM ON

THURSDAY 13 MAY 2010 AT THE FIRE STATION, OAKFIELD ROAD.

MINUTES OF THE MEETING OF THE COUNCIL

HELD ON 11 MARCH 2010 AT THE FIRE STATION, OAKFIELD ROAD.

PRESENT: Council Members

Mr. Joe O’Sullivan (Chairman) Mr. Geoff Breeze

Mr. Stuart Campbell Mrs. Jane Chaloner

Mrs. Pat Connon Mr. John Gunning

Mr. Basil Lambert Mr. Ray Lowe

APOLOGIES FOR ABSENCE: Cllr. Pat Connon, Cllr. G. Breeze, Cllr. Sylvia Main, County Councillor Pieter Montyn, District Councillor Graeme Barrett, PCSOs Rose Bainbridge and Drew Allardice (Community Warden)

IN ATTENDANCE: District Councillor Peter Clementson and PCSO Ann Bromley

10.29 Declarations of Interest. None.

10.30 The minutes of the meeting held on 11 February 2010 were confirmed by the Council as a correct record and signed by the Chairman.

10.31 Matters arising from the last Council meeting not included on the Agenda.

The Clerk reported that the change in Standing Orders will be available in the next couple of months as it is a large document to consider.

10.32 Public Questions. None

10.33 Police PCSO Ann Bromley gave a brief report on the incidents in the Parish over the last month. The Council was particularly interested in the monitoring of speeding at the Bracklesham bends. The majority of motorists were found speeding at this location and the Police will now concentrate on this area in order to slow down the traffic. Operation Crackdown was once again promoted and leaflets were left for the Councillors. Details from the February 2010 Op Crackdown report were given and the results were very encouraging. Ann Bromley also brought Project Kraken to the attention of the council, this is a marine based crime initiative and information regarding this was left with the council. Boat owners, harbour users and walkers are encouraged to join Marine Watch and to share and receive information with Sussex Police and their partners agencies.

Mr. Geof Muffett arrived.

10.34 Reports from County Councillors and District Councillors. District Councillor Peter Clementson reported that the recent application for a gypsy site in Bracklesham Lane, adjacent to Clayton Lane was refused by the District Council. He also reported that the District Council will be carrying out a review of taxi licensing in the next month.

Mr. Dermot Wright arrived.

10.35 Finance.

10.35.1 The Council received a statement of the current financial position from the Clerk.

10.35.2 The Chairman had agreed and signed the bank reconciliation prior to the meeting.

10.35.3 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

10.35.4 On a proposal from Cllr. Munday, seconded by Cllr. Tranchant the following

accounts totalling £5429.59 were approved for payment.

Doug Goodman Handyman contract Feb 10                      497.97

J. Griffith Clerk’s salary Feb 10                              1181.61

J. Griffith Clk’s expenses                                61.25

HM Revenue & Customs Clk’s Ni and tax 4th quarter                2430.42

L. Wright Office Assistance Feb 10                                     280.00

Union Transport Group PLC Dog waste bags                    209.84

Oak Properties Office Electricity                                  295.62

Record RSS Ltd Repair to Devil’s Island swing                      444.73

Southern Electric Pavilion Downview                                   28.15

10.36 Annual Parish Meeting – Thursday 22 April 2010, East Wittering Village Hall

The Council and BBCA agreed to distribute leaflets to all properties in the Parish with as much help from Parishioners as possible. The Clerk to coordinate the distribution. Leaflets will be distributed from 1 April 2010. The Council is looking for anyone able to distribute in their road, or beyond, to contact the Parish Council Office.

10.36.1 PC Dave Lyons thanked the Council for inviting him to speak at the Annual Parish

Meeting but sent his apologies because he will be on a training course that week. The

Council unanimously agreed to invite PCSO Rose Bainbridge to present an update on

the work of the Police in the Parish.

10.36.2 Cllr. Chaloner agreed to provide light refreshments between 7-7.30pm. Proposed by Cllr. Munday, seconded by Cllr. Lambert the Council agreed a budget of £30.00 from the Chairman’s Allowance.

10.36.3 The Clerk presented a draft leaflet to the Council. The Council raised concerns about the leaflet having too much detail which people may not read and asked that it be shortened and left it to the Clerk to finalise.

(Post meeting note: The more detailed leaflet to be distributed to benefit those who are unable to attend the Annual Parish Meeting).

10.37 Highways

10.37.1 Street Lighting

A street light inspection was carried out on Wednesday 11 March and the following light was found to be out: Stocks Lane Column No.4.The Clerk has reported this fault.

Various lights in Middleton Close have been reported to A2 Dominion and are still out.

10.37.2 The Council received a request from a young lady who works at Church Farm

Residential Care Home for improved lighting on the footpath between Church Farm Lane and the start of the houses in Church Road. The Council unanimously agreed that this is a remote area due to the high hedges and potentially an unsafe path to walk along in darkness. Proposed by Cllr. Lambert, seconded by Cllr. Lowe the Council agreed to request another streetlight in this area as a matter of urgency to improve safety. PCSO Ann Bromley also supported the proposal.

10.38 Gritting in Church Road and Piggery Hall Lane

The Council received a negative response from WSCC to its request that these two roads should be included in the regular gritting programme. District Councillor Peter Clementson suggested contacting County Councillor Pieter Montyn as he felt sure he would be concerned about this situation. The Council confirmed that it had already written to County Councillor Montyn and had received no reply. The Clerk was instructed to write again and defer this item to the next agenda.

10.39 Any Other Highways Updates

10.39.1 Bracklesham Bends, Bracklesham Lane

The Clerk to ask WSCC to check the surface is up to standard.

Cllr. Chaloner to bring the concerns about speeding at this location to the next Manhood Road Safety Group meeting.

Cllr. Gunning requested that WSCC improve the lighting at the bus stop adjacent to Tile Barn Lane and also to provide a bus shelter.

10.39.2 To avoid chaos the Clerk was asked to request that roadworks on main roads are halted during the Easter holidays, especially in the village centre.

10.40 Public Convenience Review The Council received details of an initial proposal to update the public conveniences at Bracklesham seafront from Mr. Bob Riley, Chichester District Council (CDC). The Council unanimously agreed to discuss this in conjunction with Agenda item 14 on the Foreshore at Bracklesham as the Council had received a negative response from Mrs. Jane Hotchkiss, CDC to its request to improve beach access at Bracklesham. After lengthy discussion of the two apparently conflicting letters the Council asked the Clerk to send copies of each of the letters to the two senders with a request to meet with them to discuss the future of Bracklesham Foreshore.

10.41 Medmerry Cllr. Tranchant supplied the Council with an update on the proposed cycleways from Earnley to Selsey, car parks, the proposal to pipe Earnley Rife in extreme conditions and the water storage area near Sussex Beach Holiday Village. The Council noted that there was nothing that directly affected this Parish. Cllr. Tranchant reported that plans would be submitted to central Government for funding the project.

10.42 Twinning

Cllr. Lowe reported on the 10th Anniversary celebrations that start on 13 May when 35 guests from Moutiers arrive in East Wittering. Entertainment has been arranged for them for the weekend but accommodation for 5 people for 3 nights is still required. If anyone can help with B&B for this weekend please contact Cllr. Ray Lowe or the Parish Clerk.

10.43 Foreshore Dealt with under minute10.40.

10.44 Bracklesham Park

10.44.1 The Chairman reported that the tendering process had gone well. Before the

contractor can be announced the tender submissions are to be vetted by the Big Lottery Fund. Upon its confirmation that all is in order the appointment of the contractor can go ahead and work can start. This news is expected in the next couple of weeks.

10.44.2 Cllr. Munday voiced his concerns about the business rates on the centre and whether it will be eligible for partial exemption. He has made some initial enquiries and will report back.

10.44.3 Cllr. Munday also reminded the Council that it must decided on the level of licensing for the centre. The Clerk noted that this is an item for discussion with District Councillor Graeme Barrett as a member of the CDC Licensing Team.

10.44.4 The Clerk was asked to prepare a table of comparative hiring costs of other local halls.

10.45 Booker Green

Due to the sensitive financial and legal nature of the matter on a proposal by Cllr. Munday, seconded by Cllr. Gunning the Council agreed to discuss this matter in closed session at the end of the meeting.

10.46 Parish Office

Any information from the Clerk and the Chairman regarding the office. None.

10.47 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

THURSDAY 8 APRIL 2010 AT THE FIRE STATION, OAKFIELD ROAD.

MINUTES OF THE MEETING OF THE COUNCIL

HELD ON 11 FEBRUARY 2010 AT THE FIRE STATION, OAKFIELD ROAD.

PRESENT: Council Members

Mr. Joe O’Sullivan (Chairman) Mr. Geoff Breeze

Mr. Stuart Campbell Mrs. Jane Chaloner

Mrs. Pat Connon Mr. Basil Lambert Mr. Ray Lowe

APOLOGIES FOR ABSENCE: Cllr. John Gunning, Cllr. Sylvia Main, Cllr. Ray Tranchant, County Councillor Pieter Montyn, District Councillor Peter Clementson, District Councillor Graeme Barrett, PCSOs Rose Bainbridge and Ann Bromley and Drew Allardice (Community Warden)

IN ATTENDANCE: PC Dave Lyons

10.15 The Council agreed that PC Dave Lyons speak under agenda item 5 (Public Questions) and that agenda item 9.3 regarding safety at the bends in Bracklesham Lane also be dealt with at the same time.

10.16 Declarations of Interest. None.

10.17 The minutes of the meeting held on 14 January 2010 were confirmed by the Council as a correct record and signed by the Chairman.

10.18 Matters arising from the last Council meeting not included on the Agenda.

The Clerk reported that further information regarding the change in Standing Orders should be available at the next meeting.

10.19 Public Questions. PC Dave Lyons gave a brief report on his work in the Parish in particular the concentration on driving offences. He advised that all the speeding motoring offences that he has dealt with in the last month have involved local people. The safety of the Bracklesham bends was raised and he advised that he had witnessed excessive speeding at this location and this area will be monitored by the Police. He also advised that 90% of traffic accidents are due to driver error. He agreed to the Council’s request for him to contact WSCC Highways to request a survey of the road surface through these bends to ensure that they complied with safety standards. The Parish Council agreed to contact WSCC Highways to ask that the speed indicator devices located in Bracklesham Lane and Bell Lane be repaired.

The Council agreed to Cllr. Chaloner’s request that she represent the Parish Council on the Manhood Parishes Road Safety Group.

10.20 Reports from County Councillors and District Councillors. None.

10.21 Finance.

10.21.1 The Council received a statement of the current financial position from the Clerk.

The Clerk clarified that the figures reflected the situation at the date at the top of the

monthly balance sheet.

10.21.2 The Chairman had agreed and signed the bank reconciliation prior to the meeting.

10.21.3 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

10.21.4 On a proposal from Cllr. Campbell, seconded by Cllr. Breeze the following

accounts totalling £6965.71 were approved for payment.

Doug Goodman Handyman contract Jan 10 – £480.00

Doug Goodman Erecting and removing Xmas tree and decs - £100.00

J. Griffith Clerk’s salary Jan 10 - £1181.41

J. Griffith Clks expenses - £58.10

L. Wright Office Assistance Jan 10 - £280.00

CDC Dog bin and litter bin emptying - £2597.66

BT Office phone calls and broadband - £307.72

Hedleys Brack. Pk. Licence to Build and BLF - £734.38

Southern Electric Contracting Xmas lights installation final invoice - £1172.44

CDC Dog warden Jan 2010 - £54.00

10.21.5 The Clerk advised that the annual 2009/10 contribution of £3000 to Chichester

District Council for the EW village centre CCTV will be due before the next meeting. The Council agreed for the Clerk to pay this as it is in accordance with the budget.

10.21.6 The Council considered extending the Dog Warden inspections to provide more cover in Bracklesham Park. After lengthy discussion it decided to reconsider this item at the May meeting when it can assess the impact of the new Dog Watch project that the Police are setting up in the Parish. Details will be available on the notice boards and website.

10.22 Annual Parish Meeting – Thursday 22 April 2010, E. Wittering Village Hall

The Council agreed to distribute leaflets to all properties in its Parish. It also welcomed the suggestion that it joins forces with another non political local organisation who might also want to distribute leaflets. The Clerk to coordinate the distribution. The Council will distribute leaflets from 1 April 2010. The Council will appreciate offers from anyone able to distribute in their road, or beyond, to contact the Parish Council Office.

10.22.1 Proposed by Cllr. Lambert, seconded by Cllr. Breeze the Council agreed a budget of £500 to print the leaflet. On one side of the leaflet there will be information about the Annual Parish Meeting and on the other side information on Bracklesham Park.

10.22.2 The Council agreed to ask PC Dave Lyons to give a 5-10 minutes talk to introduce himself and his work in the Parish, then a report on the Christmas Lights, followed by a report on the Bracklesham Community Centre.

10.23 Highways

10.23.1 Street Lighting

10.23.1.1 There was no street light inspection carried out this month. Cllr. Campbell reported that Col. 3 Hale Close is now lit.

10.23.1.2 The Council unanimously agreed to sign the WSCC maintenance contract for Parish street lights.

10.23.2 Cllr. Lowe reported that WSCC had started to fill in the potholes in the Parish and that over £2m has been allocated to carry out the work. He gave a list of potholes to the Clerk to report. The Clerk reported that an email had been sent to WSCC requesting that Piggery Hall Lane and Church Road be included in future gritting programmes.

10.24 Library

The Council received information about the consultation taking place until 20 February on the services provided by Wittering Library. It urged Parishioners to go to the Library and submit their comments. The Clerk was instructed to write to WSCC with its concerns that the proposal intends to reduce the opening hours from 28 to 24 hours a week. Cllr. Chaloner to provide the Clerk with information on Midhurst and Selsey library hours.

10.25 Bracklesham Park

10.25.1 Cllr. O’Sullivan reported on the Bracklesham Park Committee’s first meeting. There will be events to cover the cutting of the first turf and putting the roof on. Also there will be an information day on 15 September 2010 to which everyone will be invited together with potential users.

10.25.2 The Clerk distributed an email received from George Thomas questioning the procedure of appointing volunteers. There is no requirement to advertise for volunteer staff. If in the future these roles become substantial enough to require a paid person then the position will be advertised in accordance with regulations.

10.25.3 To help clarify the position of the Parish Council and the BBCA the Clerk explained that administration of the centre will be the Parish Council’s responsibility and the BBCA’s responsibility is community involvement and development of the use of the centre. This is a very broad outline because these roles could often be overlapping in order to achieve a successful, smooth running centre.

10.25.4 Centre Name

The Council unanimously agreed to ask East Wittering and Bracklesham Parishioners to suggest a name for the new centre. Posters will be displayed throughout the Parish and details will be on the website. Anyone wishing to take part is asked to submit their suggested name to the Parish Council Office by 31 March 2010. The Parish Council will choose the winning name from all the entries which will be announced at the Annual Parish Meeting on 22 April in E. Wittering Village Hall. If more than one person enters the same name chosen by the Council then the names will be entered into a draw to decide the winner. The prize will be £25.

10.26 Booker Green

Due to the sensitive financial and legal nature of the matter on a proposal by Cllr. Breeze, seconded by Cllr. Lambert the Council agreed to discuss this matter in closed session at the end of the meeting.

10.27 Parish Office

Any information from the Clerk and the Chairman regarding the office. None.

10.28 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

THURSDAY 11 MARCH 2010 AT THE FIRE STATION, OAKFIELD ROAD.

MINUTES OF THE MEETING OF THE COUNCIL

HELD ON 14 JANUARY 2010 AT THE FIRE STATION, OAKFIELD ROAD.

PRESENT: Council Members

Mr. J. O’Sullivan (Chairman) Mr. G. Breeze

Mr. B. Lambert Mr. R. Lowe

Mrs. S. Main Mr. C. Munday

Mr. R. Tranchant

APOLOGIES FOR ABSENCE: Cllr. Stuart Campbell, Cllr. Jane Chaloner, Cllr. Pat Connon, County Councillor Pieter Montyn, District Councillor Peter Clementson District Councillor Graeme Barrett, PCSOs Rose Bainbridge and Ann Bromley and Drew Allardice (Community Warden)

IN ATTENDANCE: Mr. Stuart Dobbin and PC Dave Lyons.

10.1 Declarations of Interest. None

10.2 The minutes of the meeting held on 10 December 2009 were confirmed by the Council as a correct record and signed by the Chairman.

10.3 Matters arising from the last Council meeting not included on the Agenda.

The Chairman reported that the Bracklesham Park Committee agreed to hold a competition to find a name for the new centre, further details will be reported at the next Council meeting. There will be an open day on 15 September and a promotional leaflet will be sent out to potential user groups. Minutes of the Bracklesham Park Committee will be posted on noticeboards.

10.4 Public Questions. PC Dave Lyons gave a brief report on his work in the Parish and advised that a Special Constable has been assigned to work with him in West Wittering, East Wittering and Bracklesham and there will be a new PC covering northwards from Birdham.

10.5 Reports from County Councillors and District Councillors. None.

10.6 Finance.

10.6.1 The Council received a statement of the current financial position from the Clerk.

10.6.2 The Chairman had agreed and signed the bank reconciliation prior to the meeting.

10.6.3 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

10.6.4 On a proposal from Cllr. Breeze, seconded by Cllr. Tranchant the following

accounts totalling £3456.07 were approved for payment.

Doug Goodman Handyman contract Dec 09           £480.00

J. Griffith Clerk’s salary Dec 09                                      £1181.61

L. Wright Office Assistance Dec 09                              £350.00

Travis Perkins Xmas Lights supplies                           £3.46

Parkers Electrical Xmas Lights supply and installation                 £1110.34

Southern Electric Street Light Energy Account                               £330.66

10.6.5 The Clerk advised the Council that there will be an invoice for a repair at Bracklesham Park playground to be paid before the next meeting of £378.50.

10.6.6 Budget and Precept for 2010/11.

Cllr. John Gunning arrived half way through this item.

The Council considered the items suggested for inclusion in the budget. The Council agreed the following specific items:

a. Bracklesham Park – includes £1500 to be paid to the Manhood Wildlife and Heritage Group as a contribution towards its cost in carrying out work in the Parish, in particular in Bracklesham Park.

b. Office Equipment – an allowance of £300 for the purchase of a new carpet.

c. Donations – increase to £3000 with no specific recipients allocated. Recipients to be agreed at the October meeting upon receipt of requests.

d. Memorial Clock – increase to £1000 to cover provision of plaque. Cllr. Lowe investigating cost.

On a proposal by Cllr. Lowe, seconded by Cllr. Lambert it was agreed by the Council to adopt the above items, agree the attached budget on page 479 of the minutes and that a precept of £91,000 be set for 2010/2011.

10.7 Standing Orders

The Council discussed whether to agree the inclusion of the following item in the Standing Orders as recommended by the Internal Auditor:

If you have a prejudicial interest as defined by the Code of Conduct in a matter being discussed at the meeting:

a. A member must declare that you have a prejudicial interest and the nature of that

interest as soon as the interest becomes apparent.

b. You should leave the room unless members of the public are allowed to make

representations, give evidence or answer questions about the matter. If this is the case you can also attend the meeting for that purpose.

c. You must leave the room immediately once you have finished speaking, or when the

meeting decides that you have finished (if that is earlier).

The Council unanimously agreed that this item be deferred to a future meeting. The Clerk was asked to find out if this is mandatory and whether it can be re-worded.

10.8 Highways

10.8.1 Street Lighting. A street light inspection was carried out on Wednesday 13

January and the following lights were found to be out: Longlands Road Column No. 12 and Stocks Lane Column No 4. The Clerk has reported these faults.

Col. 3 Hale Close and various lights in Middleton Close have been reported to A2

Dominion and are still out.

10.8.2 The Council received a response to the letter written to Highways about the access

problems due to the large volume of traffic on the west Manhood Peninsula at peak times. The Council agreed it was not happy with the response which was that WSCC considered it had no way of assisting the flow of traffic except providing double yellow lines on the bend opposite the turning to beach which could take some considerable time to provide as double yellow lines were dealt with in a priority order. The Council felt that there were no further avenues to explore.

10.8.3 Condition of Roads in the Parish.

The Council were very disappointed that West Sussex County Council refused to grit Piggery Hall Lane and Church Road despite it being a bus route and access to the primary school. County Councillor Pieter Montyn has been asked for his comments.

Cllr. Lowe distributed the criteria used by West Sussex County Council to assess the urgency of filling in potholes. He volunteered to compile a list of potholes in the Parish and pass them to the Clerk for submission. Councillors were asked to report any potholes to the Clerk.

10.9. Christmas Lights. The Council received an update from the Working Group. The Group is looking for new members from the Parish to contact the Clerk. Its next meeting will be 19 February in the Parish Office. Discussion and research will then start into how to provide this year’s Christmas Lights display.

10.10 Manhood Parishes Road Safety Group The Council were give the minutes and notice of the Safety Group’s meeting 18 January 7pm. It agreed that it would not take part but would like the Clerk to continue to circulate these details.

10.11 Emergency Planning. The Council asked that this Group discuss issues raised by the recent cold weather and the inability of many to get out to get supplies.

10.12 Booker Green

Due to the sensitive financial and legal nature of the matter on a proposal by Cllr. Breeze, seconded by Cllr. Lambert the Council agreed to discuss this matter in closed session at the end of the meeting

10.13 Parish Office

Any information from the Clerk and the Chairman regarding the office. None.

10.14 Urgent matters that the Chairman wishes to bring to the attention of the Council.

The Chairman asked for two volunteers to look at the recent LDF consultation and return it to the Clerk. Cllrs. Breeze and Lowe volunteered.

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 11 FEBRUARY 2010 AT THE FIRE STATION, OAKFIELD ROAD.

MINUTES OF THE MEETING OF THE COUNCIL

HELD ON 10 DECEMBER 2009 AT THE FIRE STATION, OAKFIELD ROAD.

PRESENT: Council Members

Mr. J. O’Sullivan (Chairman) Mr. G. Breeze

Mr. S. Campbell Mrs. Jane Chaloner

Mr. R. Lowe Mrs. S. Main

Mr. R. Tranchant

APOLOGIES FOR ABSENCE: Cllr. Pat Connon, Cllr. J. Gunning Cllr. B. Lambert, Cllr. C. Munday, District Councillor Graeme Barrett, PCSOs Rose Bainbridge and Ann Bromley and Drew Allardice (Community Warden)

IN ATTENDANCE: County Councillor Pieter Montyn, District Councillor Peter Clementson , PC Dave Lyons and one member of the public.

09.166 Declarations of Interest. None

09.167 The Council agreed to the Chairman’s request to move Agenda items 9 regarding Policing to after ‘Public Questions’.

09.168 The minutes of the meeting held on 12 November 2009 were confirmed by the Council as a correct record and signed by the Chairman.

09.169 Matters arising from the last Council meeting not included on the Agenda.

The Council received and noted the contents of a letter received by Chichester District Council regarding the A27 improvements. The Council was advised that CDC would be replying asking for more details about the further consultation proposals.

09.170 Public Questions. None.

09.171 Police

PC Dave Lyons introduced himself and provided an update on his work in the Parish . The Council also thanked Sgt. Ottery for his informal visit to the Council as they felt his explanation of the Police system in the area helped clarify the situation with regard to funding.

09.172 Reports from County Councillors and District Councillors.

County Councillor Pieter Montyn gave a brief explanation of the Dept of Adult Services run by WSCC. This is a very large department and its work is often not understood or even known about by the majority of people. Its contact number will be made available to the Parish and put on the Parish Council website. He also advised that funds are going to get tighter and this will not only affect WSCC but the Police as well. The Westhampnett recycling centre is now working and is available for educational visits.

District Councillor Peter Clementson advised the Council that Chichester District Council will be having a meeting next week to rediscuss and decide funding in the future and where money is going to be spent.

The Council agreed to the Chairman’s request to move Agenda item 10.4 on Parking forward to this point.

09.173 Parking

The Council received an update from CDC on the proposed car parking charges for East Wittering and Bracklesham, including Marine Drive Car Park. The Council raised concern that there was not a large enough deterrent in charges to curtail long term parking in Northern Crescent and leave it available for shoppers. District Councillor Clementson said that there would be time before its implementation in 2011 to reconsider the final charges. The Council agreed to bring this item up again on a future agenda.

09.174 Finance.

09.174.1 The Council received a statement of the current financial position from the Clerk.

09.174.2 The Chairman had agreed and signed the bank reconciliation prior to the meeting.

09.174.3 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

09.174.4 On a proposal from Cllr. Lowe, seconded by Cllr. Chaloner the following accounts totalling £6238.74 were approved for payment.

Doug Goodman Handyman contract Nov 09                        480.00

J. Griffith Clerk’s salary Nov 09                                                  1181.61

J. Griffith Clerk’s tax and NIC 3rd quarter                              895.32

J. Griffith Clerks Expenses                                                            635.37

L. Wright Office Assistance Nov 09                                         280.00

D. Bowen Microsoft XP programme                                          75.00

Portsmouth Water Pavilion water                                               12.77

Oak Properties Office electricity                                                  98.13

Access By Design Website annual hosting                              138.00

Eradipest Ltd Mole control Downview/Brack Park            224.25

Ray Lowe Reimbursement for Best Window Trophies         48.68

Ray Lowe Reimbursement for Christmas Tree Lights          16.67

Travis Perkins Handyman and Christmas lights supplies    73.19

Southern Electric Pavilion electricity                                        28.54

Southern Water Pavilion Drainage                                             23.84

Southern Electric Contracting Ltd Installation of Christmas Lights        1147.49

Kent County Council 2nd half yearly ground maintenance             587.08

CDC Dog Warden                                                                                   72.00

Gwen Pritchitt Internal Auditor                                                     220.80

09.174.5 Internal Auditor. The Council received a report from the Internal Auditor and was pleased with the comments. The Clerk stated that a Chairman’s Allowance (suggest £100) should be considered in the next budget which will cover expenses such as the Remembrance Day wreath. Also that there will be an item on the next Agenda to consider expanding the Standing Orders as suggested by the Internal Auditor.

09.175 Street Lighting.

A street light inspection was carried out on Wednesday 9 December and the following lights were found to be out.

Longlands Road Column No. 15, Stocks Lane Column No 4, Kimbridge Road Column No. 5,

Tide Way Column No 11, Furzfield Column No1. The Clerk to report these faults.

Col. 3 Hale Close and various lights in Middleton Close have been reported to A2 Dominion and

are still out.

09.176 Highways

09.176.1 The Council was unsatisfied with the very brief response from Mr. Steve Johnson to the letter written to Highways about the access problems due to the large volume of traffic on the west Manhood Peninsula at peak times. The Council unanimously agreed for the Clerk to write back in conjunction with Cllr. Tranchant asking for this matter to be given more serious consideration.

09.176.2 The Council received concerns from Cllr. Tranchant about the footway outside The Trundle Tree and its usage by cars and pedestrians with no clear footway. The Council asked the Clerk to write to WSCC Highways and ask for suggestions to improve the safety of pedestrians in this area.

09.176.3 The Council received a request to place a memorial seat on the grass on The Parade outside Horrocks. Proposed by Cllr. Breeze, seconded by Cllr. Main the Council agreed for the Clerk to carry out the necessary paperwork.

09.177 Emergency Plan

The Council received an update from Cllr. Main about the development of an Emergency Plan for West Wittering, East Wittering and Bracklesham and Earnley. Cllr. Keith Smith will be collating all the information. Due to the confidential nature of this information it will only be available to those at the forefront of the Emergency Plan and will be held securely and used in emergencies only. Proposed by Cllr.Chaloner, seconded by Cllr. Tranchant the Council agreed that East Wittering and Bracklesham Parish Council Clerk be the prime contact in an emergency and then depending on the incident the responsibility will then be devolved to the prime contacts in each Parish. The prime contacts in East Wittering and Bracklesham will be Cllr. Sylvia Main and Cllr. Stuart Campbell.

09.178 Christmas Lights

The Council received an update from the Working Group on the Christmas Lights Switch On and thanked all those involved. The Best Dressed Window was won by Munneries in East Wittering and Hair and Fair in Bracklesham. Cllr. Lowe reported that the Christmas Lights were a large expense for the Parish and views from the Parishioners would be appreciated. The Working Group is looking for more volunteers to help with the lights for 2010.

09.179 Twinning

Cllr. Lowe gave a brief outline of the activities occurring between 13-16 May 2010 to celebrate the 10th Anniversary of the Twinning. More details will be available on noticeboards and website nearer the time.

09.180 Bracklesham Park.

09.180.1 The Chairman reported that tenders were out and expected back next week. They would then be analysed in accordance with the Big Lottery process and passed by the CDC Executive Board. It is still expected that work will begin on site early next year. The new Bracklesham Park Committee will be meeting early in the New Year to discuss promotional strategies for the Centre and will report to the full Council meeting on 14 January.

09.180.2 Proposed by Cllr. Main, seconded by Cllr. Chaloner the Council agreed to sign the Licence to Build agreement with Chichester District Council.

09.181 Annual Meeting with Parishes

Cllrs. Chaloner and Lowe agreed to accept the invitation from Chichester District Council to attend this meeting on Tuesday 19 January 6pm.

09.182 Booker Green

Due to the sensitive financial and legal nature of the matter on a proposal by Cllr. Breeze, seconded by Cllr. Main the Council agreed to discuss this matter in closed session at the end of the meeting

09.183 Parish Office

Any information from the Clerk and the Chairman regarding the office. None.

09.184 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 6PM ON THURSDAY

14 JANUARY 2010 AT THE FIRE STATION, OAKFIELD ROAD.

MINUTES OF THE MEETING OF THE COUNCIL

HELD ON 12 NOVEMBER 2009 AT THE FIRE STATION, OAKFIELD ROAD.

PRESENT: Council Members

Mr. J. O’Sullivan (Chairman) Mr. G. Breeze

Mr. S. Campbell Mr. J. Gunning

Mr. B. Lambert Mr. R. Lowe

Mrs. S. Main Mr. C. Munday

Mr. R. Tranchant

APOLOGIES FOR ABSENCE: Cllr. Pat Connon, Cllr. Jane Chaloner, District Councillor Peter Clementson, PCSOs Rose Bainbridge and Ann Bromley and Drew Allardice (Community Warden)

IN ATTENDANCE: County Councillor Pieter Montyn and District Councillor

Graeme Barrett

09.148 Declarations of Interest. None

09.149 The Council agreed to Cllr. Lowe’s request to move Agenda items 12.2 regarding Hale Farm Ditch and 13 regarding the Christmas Lights to after item 9.

09.150 The minutes of the meeting held on 8 October 2009 were confirmed by the Council as a correct record and signed by the Chairman.

09.151 Matters arising from the last Council meeting not included on the Agenda. None.

09.152 Public Questions. None.

09.153 Reports from County Councillors and District Councillors.

County Councillor Pieter Montyn reported that WSCC are also having to make serious financial cuts although it has not been publicised as much as the District Council cuts.

District Councillor Graeme Barrett advised the Council of the following updates from Chichester District Council:

* The Local Development Plan (LDF) will go before CDC Executive Board and full Council in December. If approved, it will go to Parish Councils for final consultation in January 2010.

* details of the Police website showing crime numbers were circulated to Parish Councillors but agreed with Councillors that some of the information on it is confusing.

* CDC has turned down the proposed Sunday parking charges in Chichester.

* Work on the Emergency Plan for the Parish continues with a meeting to be held with local Parishes on 30 November.

* Reminder to the Parish Council that the Community Warden provision will require financial input from the Parish Council to continue. West Wittering Parish Council have also been asked to contribute towards the Community Warden and Councillors offered to meet informally to answer any questions they may have which might help them make their decision. County Councillor Pieter Montyn agreed to take the offer to WWPC and thanked EWBPC for its offer.

09.154 Finance.

09.154.1 The Council received a statement of the current financial position from the Clerk.

09.154.2 The Chairman had agreed and signed the bank reconciliation prior to the meeting.

09.154.3 Payments previously approved and made since the last meeting.

Manhood Mobility 585  £500.00

1st Responders 586  £1000.00

Wittering Carers Support Group 587  £300.00

Friends of EW County Primary School 588  £100.00

Witterings Twinning Association 589  £200.00

Citizens Advice Bureau 590  £100.00

4 Sight 591  £300.00

Acton in Rural Sussex – workshop 592  £12.00

G. Breeze reimbursement Xmas lights 593  £427.47

09.154.4 The Council received the following list of previously agreed Direct Debits and Standing Orders withdrawn since the last meeting.

Volwona (Oak Properties) Office Rent  £400.00

09.154.5 On a proposal from Cllr. Campbell, seconded by Cllr. Main the following accounts totalling £4170.58 were approved for payment.

Doug Goodman Handyman contract Oct 09 & Brack Park bins 594  £678.97

J. Griffith Clerk’s salary Oct 09 595  £1181.61

J. Griffith Clerk’s expenses 595  £88.71

L. Wright Office Assistance Oct 09 596  £332.50

CDC Fitting new bin on Booker Green 597  £338.82

CDC Dog monitoring Aug/Sep 09 598  £72.00

Valuation Office Agency Valuation of Booker Green 599  £575.00

Staples Office Stationery 600  £150.26

BT Office phone & broadband 601  £303.86

Travis Perkins Handyman supplies 602  £10.01

B. Lambert Reimbursement for Armistice Day wreath 603  £20.00

J. Griffith Reimbursement for AVG security 604  £44.99

G. Breeze Reimbursement for Solar Xmas lights 605  £373.85

09.154.6 Proposed by Cllr. Campbell, seconded by Cllr. Main the Council agreed to provide a wreath on future Armistice Days.

09.154.7 Proposed by Cllr. Main, seconded by Cllr. Tranchant the Council agreed that the 14 January 2010 meeting commence at 6pm to give time for budget items to be considered.

09.155 Street Lighting. A street light inspection was carried out on Wednesday 11 November and the following light was found to be out.

Col. 11 Tideway, Bracklesham

Col. 3 Hale Close and various lights in Middleton Close are still out.

The Clerk to report these faults.

09.156 Police. The Council received a response to the Council’s letter of 18.8.09 raising concerns about the level of policing in the Parish. The Council agreed to put this item on the next agenda awaiting a response from Andrew Tyrie MP. The Council unanimously agreed to invite Chief Inspector Ali Darge to speak at the Annual Parish Meeting in April 2010.

09.157 Hale Farm Ditch. The Council received information from Cllr. Lowe about the recent ditch cleaning by the Environment Agency. The Council asked the Clerk to write to the Environment Agency asking for assurance that any debris left in the bottom of the ditch after clearing will not cause a flooding problem in the future.

09.158 Christmas Lights The Working Group reminded the Council that the Switch on will be at 4.30pm at the Medical Centre followed by a procession to the Youth Club where there will be refreshments and stalls for everyone to enjoy. The Council thanked Munneries for donating the tree for the Medical Centre garden and Castle Printers for offering to print the winning Christmas Card design free of charge.

09.159 Licensing Act 2003. To receive details of any applications including those received after the preparation of the Agenda.

09.159.1 Ref. 09.00359.LAPRE Rendevous, 61 Shore Road, EW. Application: Premises Licence.

Closing Date for representations 20.11.09. The Council had no objection.

09.159.2 Proposed by Cllr. Breeze, seconded by Cllr. Lowe the Council agreed to comment by email on any applications that fall between meetings.

09.160 Traffic Problems

09.160.1 The Council noted the contents of a letter written from the Community Forum to the Highways Agency about the future of the A27 for information.

09.160.2 The Council had not received a response to the letter written to WSCC Highways about the access problems due to the large volume of traffic on the west Manhood Peninsula at peak times. A response was received from WW Beach, who had been copied in to the letter, but was found not to be very helpful.

09.160.3 The Council received a request from a resident for the Council to consider the parking situation on the bends at the western end of Longlands Road. After lengthy discussion the Council agreed that the parking in the bays on the bend was deemed dangerous as it seriously inhibited visibility of oncoming traffic. Proposed by Cllr. Main, seconded by Cllr. Cambell the Council agreed to submit a request that double yellow lines be extended through the parking bays. Meanwhile the Clerk was asked

to raise with the PCSOs the Council’s concerns about the illegal parking that was also occurring in that area.

09.161 Medmerry Realignment The Council received information from Cllr. Tranchant about the proposed realignment scheme. A plan of the proposed banks under consideration will be posted on the Parish Office window.

The Council agreed that its only comment at this stage is that a new cycle route be considered from the Parish via Earnley to Selsey.

The Council was reminded there is a public exhibition on 14 November at Selsey Town Hall and on 16 November at Sidlesham Hall.

09.162.Bracklesham Park.

09.162.1 The Chairman reported that the specifications are expected to go out to tender next week and they should be back before Christmas. They will then have to be assessed and a preferred contractor agreed. We are working towards the contractor starting in the New Year.

009.162.2 Cllr. Lambert provided a plan of suggested alterations and queries regarding the building. The Clerk briefly explained some of the queries to Cllr. Lambert’s satisfaction. The Chairman and Cllr. Munday explained that the plan was now frozen and going out to tender and to make any alterations at this stage would cause delay which the Council agreed it did not want. It was also pointed out that until the tenders were in it would not know whether it was going to come in within budget and whether there were any ‘spare’ funds available. On a proposal by Cllr. Lambert, seconded by Cllr. Breeze the Council agreed that during the build minor alterations will be put forward to the Action Group for consideration.

09.162.3 Proposed by Cllr. Munday, seconded by Cllr. Tranchant the Council agreed to the appointment of Joyce Griffith as the Centre Manager on a voluntary basis to be reviewed after the first year of opening.

09.162.4 The Chairman reported that the Bracklesham Park Committee had received an application from Dave and Lyn Waller to volunteer as Caretakers of the centre. Cllrs. Munday, O’Sullivan and Main all commented on the assistance they have given to the Council by carrying out the park and playground inspections for the Council over the past year and that they are regularly seen in the Park. The Clerk added that they have been very helpful dealing with the arrival of contractors and regularly meeting the Community Warden and the PCSOs. Cllr. Munday gave the appointment his full support stating that the Council will benefit from having volunteers who are committed to the provision of the centre, live very close to the site and have experience running other buildings and sees this as a great opportunity. Also to have them ‘on board’ at this stage will be very helpful during the build. Proposed by Cllr. Gunning, seconded by Cllr. Munday the Council unanimously agreed to appoint Dave and Lyn Waller as volunteer Caretakers for the centre with a review after the first year of operation. The Council also agreed to arrange for Lyn Waller and the Parish Clerk to attend a Food Hygiene course next year.

09.162.5 Proposed by Cllr. Breeze, seconded by Cllr. Main the Council agreed to extend the powers of the Bracklesham Park Committee to allow it to make decisions on the byelaws and the on-going development of the Park.

09.163. Booker Green Due to the sensitive financial and legal nature of the matter on a proposal by Cllr. Breeze, seconded by Cllr. Gunning the Council agreed to discuss this matter in closed session at the end of the meeting

09.164 Parish Office

Proposed by Cllr. Lambert, seconded by Cllr. Breeze the Council agreed to a request from the Parish Clerk to purchase a new computer for a budget of £700 which includes using a £500 grant from West Sussex County Council.

09.165.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 THURSDAY

10 DECEMBER 2009 AT THE FIRE STATION, OAKFIELD ROAD.

MINUTES OF THE MEETING OF THE COUNCIL

HELD ON 8 OCTOBER 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 Councillor Peter Clementson, County Councillor Pieter Montyn, PCSOs Rose Bainbridge and Ann Bromley.

IN ATTENDANCE: District Councillor Graeme Barrett, Mr. Iain Grant (Licensee of the Hazardous wreck) and Mr. Andrew Chater, Chair of Chichester Sub Aqua Club.

09.135 Declarations of Interest. None

09.136The minutes of the meeting held on 10 September 2009 were confirmed by the Council as a correct record and signed by the Chairman.

09.137 Matters arising from the last Council meeting not included on the Agenda. None.

09.138 Public Questions. Mr. Grant and Mr. Chater voiced their concerns about the unusable state of the Bracklesham boat ramp, particularly now there has been no one on site to clear it since the end of September. After lengthy discussion on a proposal from Cllr. Connon, seconded by Cllr. Lowe the Council agreed to write to Mr. John Kingdon at Chichester District Council pointing out its concerns and forwarding the suggestions that in order to keep the ramp functioning throughout the year, not just for visitors but also for emergency services, that it be redesigned possibly with a protective wall or raised above the stones and lengthened.

09.139 Reports from County Councillors and District Councillors. District Councillor Graeme Barrett advised the Council of the following updates from Chichester District Council:

* CDC was monitoring the situation regarding the level of noise at the Trundle Tree public house.

* requested Councillors to provide him with questions that he could take to his meeting with Sgt. Ottery on Monday 12 October.

* the City Car Parking proposals have been received by the Executive Board and will now go before the full District Council.

* awaiting St. Richard’s Hospital business plan before deciding on whether to proceed with the Judicial Review.

09.140 Finance.

09.140.1 The Council received a statement of the current financial position from the Clerk.

09.140.2 The Chairman had agreed and signed the bank reconciliation prior to the meeting.

09.140.3 The Council received the following list of previously agreed Direct Debits and Standing Orders withdrawn since the last meeting.

Volwona (OakProperties) Office rent 400.00

Konica Minolta Rent 39.74

Konica Minolta Copy charge 13.82

09.140.4 On a proposal from Cllr. Breeze, seconded by Cllr. Chaloner the following accounts totalling £4259.07 were approved for payment.

Doug Goodman Handyman contract Sep 09 & sanding discs 578 865.37

J. Griffith Clerk’s salary Sep 09 579 1181.61

L. Wright Office assistance Sep 09 580 332.50

Travis Perkins Handyman supplies 581 150.81

Southern Electric Street Lighting Energy 582 323.71

WSCC Street Light Maintenance 08-09 583 1387.07

EW Village Hall Mgt Cttee Xmas fundraising hall rental 584 18.00

09.141.5 Charitable Donations for 2009-2010.

The Council resolved that in accordance with its powers under sections 137 and 139 of the Local Government Act 1972, it would incur the following expenditure which, in the opinion of the Council, is in the interests of the area or its inhabitants and will benefit them in a manner commensurate with the expenditure donated.

Proposed by Cllr. Main, seconded by Cllr. Campbell the Council agreed to donate £500 to the Manhood Mobility Volunteer Service (MMVS) and £1000 to the First Responders.

Proposed by Cllr. Chaloner, seconded by Cllr. Main the Council agreed to the following donations:

Wittering Carers Support Group £300 (Section 137)

Friends of EW County Primary School £100 (Section 137)

Witterings Twinning Association £200 (Section 137)

Citizens Advice Bureau £100 (Section 139)

4Sight (W.Sx. Assoc. for the Blind) £300 (Section 137)

09.141.6 2010-11 Budget Items brought forward for consideration at the budget meeting in January 2010.

Community Warden

Bracklesham Park

Foreshore

09.142 Street Lighting. A street light inspection was carried out on Wednesday 7 October and the following lights were found to be out.

Col. 15 Longlands Road and Col. 15 Bracklesham Lane.

Col. 3 Hale Close and various lights in Middleton Close are still out.

The Clerk to report these faults.

09.143 Police. The Clerk reported that no reply has yet been received to the Council’s letter of 18 August 2009. Proposed by Cllr. Lowe, seconded by Cllr. Lambert the Council agreed that the Clerk chase up the reply from the Police authorities. A copy of the letter to be sent to Andrew Tyrie MP advising that more respect should be given to the position of the Parish Council and its enquiry. In view of the time already lapsed since the letter was written in August the Council would like a meeting with a senior member of the Police service.

09.144 Emergency Plan The Council received a brief report from Cllr. Main on the initial meeting with CDC and neighbouring parishes. The Council unanimously agreed that the voluntary representatives Cllr. Main, Cllr. Campbell, Cllr. Breeze, Cllr. Lowe and the Clerk attend the future meetings.

09.145 Christmas Lights

The Council received an update from the Christmas Lights Working Party on the fundraising activities. The recent Beetle Drive raised £171.00 and the next fundraising event is Bingo – date to be advised. The Group are now looking at purchasing some solar lights for the village centre to save energy costs.

09.146.Bracklesham Park.

09.146.1 Cllr. O’Sullivan reported that a recent meeting with CDC confirmed that more detailed plans were with District Council Building Regulations for approval. Different types of flooring and ceilings were also being discussed and questions raised before a final decision is taken.

09.146.2 Proposed by Cllr. Campbell, seconded by Cllr. Main the Council agreed to remove the small goalposts at the eastern end of the field which are now unsafe due to young people swinging on them. They will not be replaced at the present time. The Clerk was given the authority to get the work done by the Parish handyman.

09.146.3 CDC, the Parish Council and the Police are working on an agreement for the Police Room.

09.147 Booker Green. Due to the sensitive financial and legal nature of the matter on a proposal by Cllr. Breeze, seconded by Cllr. Tranchant the Council agreed to discuss this meeting in closed session at the end of the meeting.

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

12 NOVEMBER 2009 AT THE FIRE STATION, OAKFIELD ROAD.