MINUTES OF THE MEETING OF THE COUNCIL

HELD ON 10 NOVEMBER 2011

AT BRACKLESHAM BARN, BEECH AVENUE, BRACKLESHAM.

PRESENT: Council Members

Cllr. Rod Tranchant (Chairman) Cllr. Geoff Breeze

Cllr. Ted Croucher Cllr. James Fitch

Cllr. Eleanor Johnson-Cadwell Cllr. Jean Koennecke

Cllr. Basil Lambert Cllr. Ray Lowe

Cllr. Sylvia Main Cllr. Joe O’Sullivan

Cllr. Steven Warner

APOLOGIES FOR ABSENCE: District Councillor Peter Clementson

IN ATTENDANCE: District Councillor Graeme Barrett, County Councillor Pieter Montyn, and from Chichester District Council (CDC) Mrs. Amanda Joblin, Mrs. Jane Hotchkiss and Mr. Martin Gillam and 13 members of the public

11.139 Declarations of Interest Cllrs. Tranchant, O’Sullivan and Breeze declared an interest in Agenda item 8.4 Charitable Donations. Cllr. Fitch declared an interest in Agenda Item 4 re. the Foreshore Consultation.

11.140 Minutes of the last meeting

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

11.141Kite Surfing – Foreshore Consultation The Chairman welcomed the representatives from Chichester District Council and explained that they were attending in order to publicise and explain the Foreshore Consultation. Mrs. Hotchkiss explained that CDC had spoken to RoSPA about ways to manage the various activities on the beach and that there is no intention of banning any activities.

In order to reduce the potential conflict between different activities and assist in the management of the foreshore, some Councils have established zoned areas or restricted times for access for certain activities. Chichester District Council is looking at ways to manage the foreshore between Pagham Harbour and Chichester Harbour to ensure the safety of all users and they are keen to receive your comments.

Have your say at: www.chichester.gov.uk/foreshoresurvey

Alternatively a paper copy of the survey can be requested by calling Martin Gillam on 01243 534587 Monday to Friday. There are also limited hard copies available from the leaflet dispenser outside East Wittering and Bracklesham Parish Council office in Wittering Walk.

The consultation has been publicised on the CDC website, local press, leaflet drop and posters. The results of the consultation will be presented to the CDC cabinet in February.

11.142 Matters Arising. Cllr. Lambert’s concerns about the future financial management of Bracklesham Barn that were raised at the October meeting were noted and would be referred to the Bracklesham Park Committee.

11.143 Report from County Councillor Pieter Montyn

Cllr. Montyn confirmed with the Clerk that the meeting with the Parish Council and the Library will be on Tuesday 15 November at 7pm. at the Parish Council office to receive information on the proposed Library reduction.

Reports from District Councillor Graeme Barrett

Youth Centre

A meeting was held with County Councillors and the WSCC Youth Services Manager 21 October at County Hall. Key points discussed were:

The Business Plan provided by the Guides – the Youth Service Manager agreed to review the plan and respond within 2 weeks. If the plan is acceptable a time based programme for the transfer of the assets will be negotiated with the Guides and published. This programme is key to the decisions that will be made by the Parish Councils with regard to funding from April 2012.

In the event that a transfer has not been concluded by April 2012 it was agreed that WSCC would maintain the building and provide staffing for the Youth Club to continue at the current level of professional support until the building’s future has been determined.

Between now and April 2012 it was agreed that WSCC would provide on-site training for volunteers and fund the CRB process as necessary.

If WSCC are unable to provide staffing after the transfer of the building then WSCC would assist in the process of establishing staffing support from an appropriate agency. The staff would have to be paid for by the Youth Club.

The Youth Club will continue to remain open for one Junior Session and one Senior Session per week during term time for the foreseeable future. Provided its future is secured, following the Asset Transfer, further sessions per week will be considered.

Cabinet Meeting 1st November 2011

Public Space CCTV

16 unnecessary cameras are being removed by CDC thus saving £17,500. Also further savings are to be negotiated through discussion with BT who provides the infrastructure.

Marine Drive Car Park

Applications for shopkeeper parking permits are now being received by CDC and permits are being issued.

Northern Crescent Car Park

The issue of long stay parking along Northern Crescent has been raised with the CDC Director of Employment and Property. He is now addressing the cost implications of a Traffic Regulation Order to implement controlled parking.

11.144. Finance.

11.144.1 The Council received a statement of the current financial position. The Clerk was asked to provide further explanations which will be circulated

11.144.2 Cllr. Tranchant had agreed and signed the bank reconciliation prior to the meeting.

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

Volwona (OakProperties) Office rent 400.00

Public Works Loan Loan for Booker Green 917.14

Eon B. Barn gas 88.08

Southern Electric B Barn Electricity 215.54

BT B. Barn phones – 2 lines Alarm line & normal line 35.96

BT B Barn Internet 100.80

CDC B Barn Rates 739.80

J Griffith B Barn Repayment for Goal Posts 920 801.07

J Griffith B Barn Repayment for noticeboards 921 1,168.80

S Moon B Barn Refund of damage deposit 922 200.00

11.144.4 Proposed by Cllr. O’Sullivan seconded by Cllr. Breeze the following payments totalling

£ 3963.54 were agreed by the Council.

J. Griffith Clerk’s salary 923 1,203.28

J Griffith Clerk’s expenses 924 373.85

L.Wright Assistant to Clerk 925 552.50

Doug Goodman Handyman payment 926 480.00

AiRS Annual Subscription 927 144.00

Bee-Expert B Barn cleaning Sep/Oct 2011 928 800.00

Bee-Expert B Barn Cleaning after event 23.10.11 929 50.00

Tudor Catering B Barn Outstanding amount for Fan Oven 930 27.00

Stoney Ridge Barn Dance band balance 931 310.00

Travis Perkins Handyman supplies 932 10.40

Portsmouth Water Downview Pavilion 933 12.51

11.144.5 Charitable Donations for 2011-2012

Cllr. Tranchant and Cllr. Breeze declared an interest in the West Manhood Venturers and took no part in that vote.

Cllr. O’Sullivan declared an interest in the Citizens Advice Bureau and took no part in that vote.

Cllr. Warner declared an interest in the Friends of East Wittering School and took no part in that vote.

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. Fitch, seconded by Cllr. Lambert the Council agreed to the following donations totalling £1750.00.

Friends of EW County Primary School £150 (LGA Section 137)

Wittering Carers Support Group £150 (LGA Section 137)

East Wittering Village Hall £250 (LGA Section 137)

Friday Tea and Chat Club £200 (LGA Section 137)

West Manhood Venturers £500 (Local Gov and Rating Act s26-29)

Citizens Advice Bureau £200 (LGA Section 139)

4Sight (West Sx. Assoc. for the Blind) £100 (LGA Section 137)

Village Lunch Club £200 (LGA Section 137)

Cllr. Breeze suggested that because of the economic situation the Council should consider stopping the donations budget when deciding the precept. This would then allow the public to support the charities of their choice.

11.145Highways

11.145.1 Street Lights. Cllr. Breeze reported that the following lights were faulty and the Clerk has reported them to the contractor.

Middleton Close – Un-numbered column outside House numbers 28 & 29

Robinson Way – Un-numbered column outside House No 5

Church Road – Column No 3 and Column No 8

Coney Road – Column No 1

This light was lit at the time of inspection but is known to be an intermittent light as it fails from time to time during the night.

11.145.2 Parking

The Council asked the Clerk to re-submit its request to extend the double yellow lines along the southern side of Northern Crescent east of the car park, around the junction of Northern Crescent and Windmill Court and from Windsor Drive westwards around the bend.

Proposed by Cllr. Croucher, seconded by Cllr. Lowe the Council also agreed to submit a request for parking to be prohibited in Shore Road either side of the junction with Longlands Road as parking near this junction is blocking views of motorists trying to turn out of Longlands Road.

11.146.Bracklesham Park.

11.146.1 The next Bracklesham Park Committee meeting will be on Wednesday 16 November at 7pm at Bracklesham Barn.

11.146.2 The Clerk reported that the Civil Ceremonies licence should be confirmed in the next couple of weeks.

11.146.3 Fundraising Events

Barn Dance Saturday 26 November 2011

Tickets have sold out and have now been extended by another 10. The Clerk to circulate an email with timing and requests to help lay out the hall in the afternoon.

Christmas

Santa’s Grotto will be at Bracklesham Barn on Sunday 11 December. See minute 11.152. Further details will be available on the website www.brackleshambarn.co.uk and on noticeboards.

Christmas Concert with mulled wine and mince pies

The concert will also be held on Sunday 11 December – after Santa has gone. See minute 11.152. Further details will be on the website and noticeboards with details of tickets.

11.147Downview Playground The working party has viewed schemes from three different playground

contractors. The working party together with the Clerk have submitted a grant application to Chichester District Council the success of which will not be known until January 2012. The working party are now pursuing other avenues of funding.

Cllr. Lowe reported that the concrete path leading to the playground needs repairing and the Clerk was asked to arrange for the repair.

11.148 Chichester Association of Local Councils. Cllr. Lowe gave a brief report on the meeting and

asked the Clerk to circulate the minutes.

11.149 Annual Meeting of Parishes Cllr. Lowe gave a brief report on the meeting and asked the Clerk

to circulate the notes provided.

The Clerk also advised that Chichester District Council has given the Parish Council £100 for

providing a presentation on Bracklesham Barn to contribute towards the fundraising budget.

11.150 Emergency Plan District Councillor Graeme Barrett reported that an updated Emergency Plan for this area has now been adopted.

11.151 Policies

11.151.1 Child Protection and Vulnerable Adults Policy. Proposed by Cllr. Croucher, seconded by Cllr. Warner the Council agreed to adopt the attached policy.

11.151.2 Health and Safety Policy. Proposed by Cllr. Main, seconded by Cllr. O’Sullivan the Council agreed to adopt the attached policy.

11.152 Christmas

11.152.1 The Christmas Lights switch on will take place at 4.30pm on Saturday 3 December at the tree in the Medical Centre garden. There will then be a torchlight procession to East Wittering Village Hall where there will be entertainment and refreshments run by local organisations.

11.152.2 Sunday 11 December at Bracklesham Barn. Father Christmas will be in his grotto between 2-4pm. Tickets will be £3 and available from the Parish Council office on Monday morning and from the Barn on Thursdays 9.30-11am. Everyone is encouraged to purchase tickets early to avoid disappointment.

11.152.3 Sunday 11 December at Bracklesham Barn. A Christmas Festive Celebration will take place from 5pm – 6.30pm. starting with the Penny Black Choir followed by musical entertainment, mulled wine and mince pies. Tickets are available from the Parish Council office on Monday mornings and from the Barn on Thursdays 9.30-11am and George Thomas and Michael Pettit and cost £4.

11.153 Parish Council Office.

The following administration matter was dealt with under this item.

Proposed by Cllr. Main, seconded by Cllr. Johnson-Cadwell the Council agreed that as the budget for the special dog waste bags for the dispensers has been used up (£400 for 16,000 bags in 6 months) it will not be providing any further bags this financial year. It has been reported that some local dog owners are pulling off handfuls of bags from the dispenser rather than providing their own. The dispenser is there for emergencies and not meant to supply all dog owners with bags. Dog owners have a legal responsibility to pick up after their dogs.

11.154.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 DECEMBER 2011 AT BRACKLESHAM BARN, BEECH AVENUE, BRACKLESHAM

CHILD AND VULNERABLE ADULT PROTECTION POLICY

Adopted November 2011 (minute 11.151.1)

GUIDING PRINCIPLES

The welfare of every child and vulnerable adult is paramount.

All children and vulnerable adults, without exception, have the right to protection from abuse.

1. Policy

No member of the Parish Council or Bracklesham Barn Management Committee, helpers or other volunteers will have unsupervised access to children or vulnerable adults unless appropriately vetted.

Procedure

All members of the Parish Council and Bracklesham Barn Management Committee, helpers or other volunteers will be made aware of this policy and the relevant vetting procedures. Should checks become necessary, they will be undertaken in compliance with the Protection of Children Act 1999, the Children Act 1989 and Part V of the Police Act 1997.

2. Policy

All suspicions or allegations of abuse against a child or vulnerable adult will be taken seriously and dealt with speedily and appropriately.

Procedure

The Clerk to the Parish Council will be appointed to be responsible for Child Protection Matters. This person will have responsibility for reporting concerns that arise, as a matter of urgency, to the local authority Child Protection lead agency.

3. Policy

All members of the Parish Council and Bracklesham Barn Management Committee and volunteers will be required to become aware of Vulnerable Adult and Child Protection issues.

Procedure

Copies of the relevant Acts and Department of Health guidelines will, if necessary, be held by the Clerk to the Parish Council as reference material for volunteers. Relevant Child Protection training for members of the Parish Council and Bracklesham Barn Management Committee will be encouraged.

4. Policy

The policies and procedures will be regularly reviewed.

Procedures

An annual review will take place to allow for any required up-date of policies and or procedures. New members of the Parish Council and Bracklesham Barn Management Committee and volunteers will be provided with an understanding of their responsibilities in matters of child and vulnerable adult protection.

5. Policy

Members of the local community who use the facilities should be aware of the Child Protection and Vulnerable Adult policies as adopted by the Parish Council and Bracklesham Barn Management Committee.

Procedure

All hirers who wish to use the hall for activities which include children and vulnerable adults other than for hire for private parties arranged for invited friends and family only, will be asked to produce a copy of their Child Protection Policy. A copy of this document will be displayed for the attention of all.

HEALTH AND SAFETY POLICY

Adopted November 2011 (minute 11.151.2)

East Wittering & Bracklesham Parish Council believes in providing a high quality service to its employees, visitors, contractors and users of its premises. Health and safety is an integral part of the Council’s activity. It is the policy of this Council to encourage all employees to be, not only aware of their legal responsibilities, but to be actively involved in developing a positive and progressive safety culture so that no one is exposed to risks to their health or safety as a result of the way the Council conducts its business. In order to achieve the objectives of this policy the Council will comply with all of its legal duties by ensuring that:-

• Each employee is given such comprehensible relevant and appropriate information, instruction and training as is necessary to enable the safe and healthy performance of work activities.

• The Parish Clerk and the Chairman of the Management Committee assess risks and introduce preventative and protective measures, so far as is reasonably practicable, or devise systems of work where significant risks to health and safety are identified. These preventative and protective measures or safe systems of work will be implemented and supervised to ensure any risks are reduced to an acceptable minimum.

• The working environment is maintained in a condition that it is safe, free from risks to health and that adequate facilities for employees’ welfare at work are made.

• Adequate facilities and arrangements are maintained to enable staff to raise issues of health and safety.

• Procedures are devised that will ensure that all machinery and equipment purchased is suitable for its intended purpose and that any hazardous substances used or produced as a result of Council work are assessed and adequately controlled.

• PAT testing of relevant electrical equipment used by the Council will be carried out annually and records kept.

• Procedures are devised that ensure the effective planning, organisation, control, monitoring and review of health and safety in relation to Council buildings and activities undertaken to include associated preventative and protective measures.

• Procedures are devised to ensure regular internal and external health and safety inspections of playgrounds owned and maintained by the Council. Any remedial actions resulting from these inspections will be actioned in a timely manner.

Every member of staff has a legal duty to co-operate with the Council to assist in complying with all its statutory duties. The successful implementation of this policy requires total commitment from everyone in the Council from Members to staff at all levels. Each individual also has a legal obligation to take reasonable care for their health and safety and for the health and safety of people who may be affected by their acts or omissions. Full details of the organisation and arrangements for health and safety are set out in other documents. The Parish Clerk will regularly monitor this policy to ensure that the objectives are achieved. It will be reviewed regularly and, if necessary, revised in the light of legislative or organisational changes.

MINUTES OF THE MEETING OF THE COUNCIL

HELD ON 8 DECEMBER 2011

AT BRACKLESHAM BARN, BEECH AVENUE, BRACKLESHAM.

PRESENT: Council Members

Cllr. Rod Tranchant (Chairman) Cllr. Geoff Breeze

Cllr. Ted Croucher Cllr. James Fitch

Cllr. Jean Koennecke Cllr. Basil Lambert

Cllr. Ray Lowe Cllr. Sylvia Main

Cllr. Joe O’Sullivan

APOLOGIES FOR ABSENCE: Parish Cllr. Eleanor Johnson-Cadwell, Parish Cllr. Steven Warner, District Councillor Peter Clementson and County Councillor Pieter Montyn.

IN ATTENDANCE: District Councillor Graeme Barrett

11.155 Declarations of Interest None.

11.156 Minutes of the last meeting

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

11.157 Matters Arising. None.

11.158 Report from District Councillor Graeme Barrett

Youth Centre

Stuart Gallimore, WSCC Director of Child Services, has been approached by other clubs about the possibility of continuing to employ youth club staff but at the moment has not been able to come up with a solution but is continuing to try given the significance of the issue.

Regarding the Asset Transfer the next stage is for the Guides to resubmit their business plan on the WSCC template.

Cabinet Meeting 6th December 2011

Corporate Plan

The Plan was presented and areas of risk identified.

Financial Strategy and Plan

Budget will be met during FY 2012/13 but thereafter a deficit is forecast.

Cabinet recommended that £500,000 from Capital be made available as a grant to CFT in support of the £22M refurbishment programme. This will enable significant leverage of grant funding and private sector contributions to be achieved.

Consultation on technical reforms of Council Tax

Cabinet agreed the response to the Consultation. One of the main considerations is to abolish the 2nd home discount and the issue of empty properties was also addressed.

Northern Crescent Car Park

The issue of the disabled parking spaces location was addressed because they were moved from the previous location as this was unsuitable through width limitations. (see minute 11.160.3.1).

Marine Drive Car Park

Despite free parking for businesses in the village they are not using it. This free facility could be lost if not utilised. Vouchers can be obtained from Chichester District Council Car Parks Manager.

Village Centre CCTV Camera

The Parish was assured by Cllr. Graeme Barrett that this CCTV camera will not be removed.

Development Plan

Cllr. Graeme Barrett encouraged the Parish to produce a Development Plan for the future of the Parish for submission to Chichester District Council. Cllr. Tranchant will look at this in more detail and if the Council decides to go ahead Cllr. O’Sullivan volunteered to be on the working group. The Council noted that Chichester has been identified as the most expensive area for housing in the South of England.

11.159. Finance.

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

11.159.2 Cllr. Tranchant had agreed and signed the bank reconciliation prior to the meeting.

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

Volwona (OakProperties) Office rent 400.00

BT Office internet 56.16

BT Office phone 248.74

Eon B. Barn gas 249.07

Southern Electric B Barn Electricity 221.59

BT B. Barn phones – 2 lines Alarm line & normal line 35.96

CDC B Barn Rates 739.80

Portsmouth Water B Barn water supply 14.00

Lamb Electrical Work for Christmas lights at New Parade 934 150.00

Friends of EWCP school Charitable Donation 935 150.00

Wittering Carers Support Group Charitable Donation 936 150.00

EW Vill Hall Mngmnt Cttee Charitable Donation 937 250.00

Friday Tea & Chat Club Charitable Donation 938 200.00

West Manhood Venturers Charitable Donation 939 500.00

Chichester & Arun CAB Charitable Donation 940 200.00

4Sight Charitable Donation 941 100.00

Village Lunch Club Charitable Donation 942 200.00

Alistair Ghinn Security Deposit refund 943 50.00

11.159.4 Proposed by Cllr. Lowe seconded by Cllr. O’Sullivan the following payments totalling

£2943.89 were agreed by the Council.

J. Griffith Clerk’s salary 944 1,203.28

J Griffith Clerk’s expenses 945 23.07

L.Wright Assistant to Clerk 946 552.50

Travis Perkins Handyman supplies 947 8.81

Access By Design Annual Hosting for website 948 144.00

Gwen Pritchett Internal Audit – first inspection 949 295.80

Southern Water Downview Pavilion water 950 14.77

Staples Stationery 951 62.98

Instanta Engineer call out for boiler 952 43.20

Knight Fencing Ltd Repair to post & rail fence Brack. Park 953 115.48

Doug Goodman Handyman payment 954 480.00

11.159.5 Budget The Council agreed the following new items with potential costs for consideration at the budget meeting on 12 January 2012: donations, salaries and Community Warden contribution,.

11.159.6. Community Wardens The Council received a letter from Chichester District Council regarding the future funding of this service. The Council agreed that the Warden played an important part in the smooth running of the Parish and consideration will be given to increasing its funding to Chichester District Council for 2012-13. The Council noted that the cost of one warden equates to approximately £34,800/pa. Its current contribution is £7500. The Council would welcome any comments from Parishioners on the request to increase the funding next year.

11.160.Highways

11.160.1. Street Lights. There was no streetlight report this month. The Clerk advised that any faulty street lights should be reported to her with the number of the column.

11.160.2 Proposed by Cllr. Breeze, seconded by Cllr. Lowe the Council agreed to transfer responsibility of the street light in Bookers Lane, Earnley to Earnley Parish Council. ( EWBPC have previously paid for the maintenance of this light and then invoiced Earnley PC).

11.160.3 Parking

11.160.3.1 Disabled bays in Northern Crescent CP. This was initially discussed under minute 11.158. The Council felt that the new location was unsuitable as on one side of the bays was a kerb and they were remote from the shop access and doctors’ surgery. District Cllr. Graeme Barrett was asked to take the Council’s comments back to CDC for consideration.

It was also pointed out that a Parishioner who parked in Northern Crescent car park to get some shopping in the morning was not allowed a ticket later in the day to attend the doctors’ surgery.

11.160.3.2 The Council raised concern about the poor condition of the yellow lines in the Parish and will ask West Sussex County Council to reinstate any poor lines.

11.160.3.3 Proposed by Cllr. Konnoeke, seconded by Cllr. Croucher the Council also agreed to ask the support of County Councillor Pieter Montyn to allow the Manhood Venturers’ minibus to park in the disabled bay outside the Co-op when bringing the elderly to shop in the village. It was felt that there should be an exemption ticket available or possibly a sign put on the disabled sign post allowing this minibus to park.

11.161 Bracklesham Park and Barn

The Clerk reported that all was going well at the Barn. There was still some snagging and

defects that need to be addressed. It is expected that the recent fundraising events will have

raised about £1200. The Clerk thanked all those who had been involved in these events. The

Council again thanked Eileen Giles for fundraising and Ladybird Nursery for its financial

assistance towards the centre’s Christmas decorations.

The Clerk reported that the Civil Ceremonies licence has been granted and the certificate will be

on display at the Barn.

11.162 Christmas The Christmas lights switch on went well but the number of organisations taking part

in the village hall entertainment was disappointing. Eileen Giles was thanked for fund-raising to provide the Christmas tree and lights. Anyone interested in assisting with the Christmas lights for next year please contact the Parish Clerk.

11.163 Parish Council Office. Any information from the Clerk and the Chairman regarding the office. None.

11.164 Clerk’s Salary. Due to the financial and personal nature of the matter on a proposal by Cllr. Breeze, seconded by Cllr. Lowe the Council agreed to go into closed session at the end of the meeting to discuss this matter.

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

asked for any damage road surfaces and potholes to be reported to the Clerk.

The Clerk and the public left the room.

11.166Proposed by Cllr Breeze, seconded by Cllr Koennecke, it was unanimously agreed that the

clerk’s salary award will be on point 31 of the NALC scale, from April 1st 2012. This is to reflect the added responsibility she has for supervising Bracklesham Barn and the initiative she has to take in both its management and that of other areas of parish business. A query was raised about her pension arrangements with the Parish Council. Cllr Lowe will investigate. It was acknowledged that much of the clerk’s overtime recently had been due to the myriad of problems with Bracklesham Barn.

The Chairman closed the meeting.

Signed______________________________Chairman Date_________________________

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

THURSDAY 12 JANUARY 2012 AT BRACKLESHAM BARN, BEECH AVENUE, BRACKLESHAM

MINUTES OF THE MEETING OF THE COUNCIL

HELD ON 13 OCTOBER 2011

AT BRACKLESHAM BARN, BEECH AVENUE, BRACKLESHAM.PRESENT: Council Members

Cllr. Rod Tranchant (Chairman) Cllr. Geoff Breeze

Cllr. Ted Croucher Cllr. James Fitch

Cllr. Eleanor Johnson-Cadwell Cllr. Jean Koennecke

Cllr. Basil Lambert Cllr. Ray Lowe

Cllr. Joe O’Sullivan Cllr. Steven Warner

APOLOGIES FOR ABSENCE: Cllr. Sylvia Main, District Councillor Peter Clementson, County Councillor Pieter Montyn, PCSO Rose Bainbridge and Drew Allardice (Community Warden)

IN ATTENDANCE: District Councillor Graeme Barrett

11.125 Declarations of Interest None.

11.126 Minutes of the last meeting

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

11.127 Matters Arising. The Clerk was asked to circulate and display the direct link to the BT Infinity page for Councillors and the public to submit their interest in receiving the new fast broadband.

11.128 Reports from District Councillor Graeme Barrett

Youth Centre

A significant level of interest has been shown by West Wittering Parish Council in supporting the continuation of the Youth Club. A meeting with WSCC Youth Services was held on 23rd September at County Hall and future staffing was discussed in detail. However, to enable the Youth Club to continue after March 2012 funding must be sourced from within the community and West Wittering Parish Council received the presentation on the future of the Youth Club with interest and will be discussing this at their Precept meeting.

Continuity into the next Financial Years is primarily dependent on WSCC completing the transfer of the building to an organisation that has charity status.

Parking Service Infrastructure and Charges Review

Sunday charging will be introduced in Chichester city car parks.

There will be an introduction of franchises to provide car washing and valeting; windscreen repairs; advertising and exhibitions.

Coastal Change Pathfinder Project

The ICZM (Integrated Coastal Zone Management) document was adopted. This could be considered as being the Village Design Statement for the Peninsula.

Retirement of the Chief Executive

After 15 dedicated years as the Chief Executive John Marsland will be taking early retirement on 31st December 2011.

LDF

Local Development Framework – Core Strategy – The Consultation Document for Housing Numbers and Locations has closed with 544 electronic responses recorded. There are still some hard copy responses to be manually entered into the database. It should be noted that there are around 50,000 households in the District including the National Park, thus the response is around 1%.

Kite Surfing

A copy of the Management of Kite Surfing has been sent for Parish Council comments.

Marine Drive Car Park

Work is now complete but many spaces are still available. There is free parking for local businesses – a voucher is required from Chichester District Council.

Northern Crescent Car Park

Charging has now started and there are now many vacant spaces. However, the increase in parking along Northern Crescent has been noted.

Proposed change to Bus Service Timetable

At a meeting with Stagecoach details of the new timetable for Routes 52/53 show a small reduction in service and the only days affected will be Monday to Thursday where the last bus in the evening in the Witterings will be around 8.30pm.

11.129. Finance.

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

11.129.2 Cllr. Tranchant had agreed and signed the bank reconciliation prior to the meeting.

The Clerk was asked to ensure that all bank reconciliations were dated.

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

Volwona (OakProperties)                  Office rent             400.00

Eon B.                    Barn gas                     88.64

BT B. Barn phones – 2 lines Alarm line & normal line           35.96

Konica Minolta Office photocopier rent & copy charge           58.56

Southern Electric B. Barn electricity               256.41

CDC B Barn Rates                739.55

E. Giles Security Dep refund (11.112.6)           907         100.00

11.129.4 Proposed by Cllr. O’Sullivan seconded by Cllr. Breeze the following payments totalling

£6328.94 were agreed by the Council.

J. Griffith Clerk’s salary          908            1,203.28

J Griffith Clerk’s expenses         909                  319.49

HMRC Clerk’s Tax and NIC          910              1,598.92

L.Wright Assistant to Clerk         911                  552.50

Doug Goodman Handyman payment     912               480.00

Trojan Timber Products Wood for picnic table repair       913       29.64

Southern Electric Street Lighting                  914                316.64

Oak Properties Office electricity                915              64.22

Mazars External Audit                       916                    1,284.00

Bibby Factors Christmas Lights – cancelled 917

Kent County Council Marking football pitch B Park       918           120.00

Office Home and Leisure Office furniture and stationery BB     919     360.25

11.129.5 The Council noted the Annual Audit Report stating that ‘everything was in accordance with the Audit Commission’s requirements and no matters have come to their attention giving cause for concern that relevant legislation and regulatory requirements have not been met. The notice will be displayed on the noticeboards. It was also noted that the external audit fees were increased due to the increase in turnover due to the Big Lottery Fund grant. The Council thanked the Clerk and Stuart Dobbin for all their work in producing these accounts.

11.129.6 Bracklesham Barn – Financial Monitor

The Clerk provided the Council with a copy of the 6 month budget monitor for Bracklesham Park and Bracklesham Barn. The Clerk explained that the figures did not show a true reflection of the financial status of the Barn in respect of the running of the centre because there were still refunds outstanding against monies spent on equipment which will be refunded from the Section 106/Big Lottery Grant from Chichester District Council. However, looking at utility costs the centre appears to be within budget and the actual income for the first 6 months is £9000 against the projected income of £14,500 for the whole of the first year. The Clerk reported that more funds will be raised by the Barn Dance on 26 November (tickets are nearly sold out) and the Christmas Concert on 11 December (further details will soon be on noticeboards and the website). The Civil Ceremonies licence application is expected to be finalised in the next month which will facilitate more income. The Council thanked the Clerk and Stuart Dobbin for all their work in providing these accounts.

11.130Highways

11.130.1 Street Lights. Cllr. Breeze reported that the following lights were faulty and the Clerk has reported them to the contractor.

Shore Road Co. 12

Longlands Road Col. 8

Coney Road Col. 1 intermittent.

Middleton Close – outside Flat 1 and outside 5 Robinson Way.

11.130.2 Bus Service reduction. See minute 11.128.

11.130.3 Pedestrian Crossing, Stocks Lane. The Council received an invitation from East Wittering Primary School to a short ‘official’ opening of the crossing at 10am on 20 October.

11.131.Bracklesham Park.

11.131.1 The Council received the resignations of Dave and Lynn Waller and thanked them for all their hard work and support as Caretakers during the first very hectic months that the community centre has been open.

11.131.2 The Council thanked the Ladybird Nursery very much for its very generous donation of £100 towards Christmas decorations.

11.131.3 The Council thanked Eileen Giles, who helped organise the very successful Craft Fair in September and for the generous donation towards supplying Christmas trees in the village and some more tables for Bracklesham Barn.

11.131.4 The Council thanked Alan Whitlock of the First Responders for proposing that Bracklesham Barn has a defibrillator. The exact positioning will be agreed with the Bracklesham Barn Committee.

11.131.5 Cllr. Ted Croucher reported a company able to carry out CRB checks for £12.50 each. Proposed by Cllr. Lambert, seconded by Cllr. Koennecke the Council agreed to fund CRB checks for Cllr. Croucher, Joyce Griffith and Lucy Wright. It was noted that Cllr. Breeze, O’Sullivan, Johnson-Cadwell, Tranchant and Warner already have CRB checks. Other Councillors were invited to pay £12.50 to the Council to have a CRB carried out.

11.131.6 Application to hold civil ceremonies

The Clerk reported that the application is being processed and hopefully will be completed in early November.

11.131.7 Fundraising Events

Barn Dance Saturday 26 November 2011

Cllrs. Fitch, Warner and Tranchant volunteered to help put out tables and chairs in the afternoon. Tickets are selling well. Two volunteers are required to sell raffle tickets on the night.

Christmas

Santa’s Grotto will be at Bracklesham Barn on Sunday 11 December . Further details will be available on the website www.brackleshambarn.co.uk and on noticeboards.

Christmas Concert with mulled wine and mince pies

The concert will also be held on Sunday 11 December – after Santa has gone. Further details will be on the website and noticeboards with details of tickets.

11.132 Local Development Framework. District Councillor Graeme Barrett reported that Chichester District Council had received 600 responses to the consultation. The Parish Council was disappointed with the consultation which should have reached 50,000 people in the Chichester District. It felt that it was not user friendly and difficult to access and once accessed it was difficult to complete due to difficulties with the online response form.

11.133Downview Playground The working party have viewed schemes from three different playground

contractors. They are still working on the final design and are now investigating further funding that may be available from Chichester District Council.

11.134Booker Green. Cllr. Lowe reported that the Working Party is investigating the total removal of

the concrete planters. Travis Perkins have been approached with a view to moving the planters by crane and they may be able to do this free of charge – details to be further discussed. Once the planters have been removed the land will be made good and seeded.

The working party agreed to monitor the situation before recommending to install bollards at the Shore Road entrance to Booker Green.

11.135 Remembrance Sunday. Cllr. Lambert reported that this year the time and date of the service will be 11am on the 11th day of the 11th month in the year ’11. The junction adjacent to the War Memorial in the village will be closed to traffic from 10.15am to 11.30am during the service.

11.136 Christmas

11.136.1 The Christmas Lights switch on will take place at 4.30pm on Saturday 3 December at the tree in the Medical Centre garden. There will then be a torchlight procession to East Wittering Village Hall where there will be entertainment and refreshments run by local organisations.

11.136.2 Sunday 11 December at Bracklesham Barn. Father Christmas will in his grotto

between 2-4pm. Tickets will be £3 and available from the Parish Council office. Everyone is encouraged to purchase tickets early to avoid disappointment.

11.136.3 Sunday 11 December at Bracklesham Barn. A Christmas Festive Celebration will take place from 5pm – 6.30pm. starting with the Penny Black Choir followed by musical entertainment, mulled wine and mince pies. Tickets are available from the Parish Council office, George Thomas and Michael Pettit and cost £4.

11.137 Parish Council Office. Proposed by Cllr. Breeze, seconded by Cllr. Lambert the Council agreed to renew its premises lease for another 3 years at a cost of £425 a month from 1 January 2011.

11.138.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 10 NOVEMBER 2011 AT BRACKLESHAM BARN, BEECH AVENUE, BRACKLESHAM

MINUTES OF THE MEETING OF THE COUNCIL

HELD ON 8 SEPEMBER 2011

AT BRACKLESHAM BARN, BEECH AVENUE, BRACKLESHAM.

PRESENT: Council Members

Cllr. Rod Tranchant (Chairman) Cllr. Geoff Breeze

Cllr. Ted Croucher Cllr. James Fitch

Cllr. Jean Koennecke Cllr. Basil Lambert Cllr. Ray Lowe Cllr. Sylvia Main

Cllr. Joe O’Sullivan Cllr. Steven Warner

APOLOGIES FOR ABSENCE: Cllr. Eleanor Johnson-Cadwell, District Councillor Graeme Barrett, County Councillor Pieter Montyn, PCSO Rose Bainbridge and Drew Allardice (Community Warden)

IN ATTENDANCE: District Councillor Peter Clementson, Mr. Stuart Campbell and Mr. Bill Buckland.

11.121 Declarations of Interest None.

11.122 Minutes of the last meeting

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

11.123 Matters Arising.

11.123.1 The Clerk reported that arrangements for another meeting with the Library are in hand.

11.123.2 District Councillor Peter Clementson was asked to find out why the Northern Crescent car park still hadn’t started charging.

11.124 Future Broadband in the Parish

The Council welcomed Mr. Stuart Campbell who was attending the meeting to advise the Council of the need for the public to register interest in obtaining the new high speed Infinity Broadband. The speed of this new fibre optic system will enable most downloads to be almost instant and the speed of broadband remains unaffected by other users in the household.

In order to be considered for this installation in our area as soon as possible a significant interest needs to be shown by broadband users. This can be done by going to www.bt.com/infinity filling in the box in the centre of the page that requests your phone number and following the questions. You can still fill in the form even if you are not a BT customer. There was a similar request some time ago but this area did not submit enough requests to be considered. Very much smaller villages got it because they had responded in larger numbers than we did. The Council thanked Mr. Campbell and urges the public to carry out this simple submission.

11.125 Reports from District Councillor Peter Clementson and Graeme Barrett

Youth Centre

A significant level of interest has been shown by West Wittering Parish Council in supporting the continuation of the Youth Club. A date for a meeting with WSCC Youth Services team is currently being requested. The purpose of the meeting is to establish staffing for the remainder of this Financial Year and future staffing and costs.

Council Meeting 19th July

Provision and Replacement of Household Waste Wheeled Bins – Full Council has approved the cost of this service being covered by the householder.

Local Development Framework – Core Strategy – The Consultation Document for Housing Numbers and Locations has been released.

Marine Drive Car Park – Work is now complete

Northern Crescent Car Park – Charging has not yet started. (see item 11.123.2)

Stocks Lane Pedestrian Crossing – Work was completed well ahead of schedule.

Proposed change to Bus Service Timetable

A draft of the new timetable for Routes 52/53 show a small reduction in service and there is a high probability that the only days affected will be Monday to Thursday where the last bus in the Witterings will be around 8.30pm. This has yet to be confirmed by the bus operator.

Peninsula Community Forum

Southern Water Presentation – With regard to the routing of the system from Bracklesham to the Sidlesham Water Treatment plant, the view of Southern Water was that the Medmerry Realignment Scheme would have no impact.

The survey of the western sector of the system is still under consideration for this winter.

The impression from the meeting was that further housing would put a strain on the current system inasmuch as the permitted level of unprocessed material could be exceeded when discharged into the sea.

Consultation Document for Housing Numbers and Locations – Concern was expressed on the accessibility for residents without email addresses. It was understood that the ICZM document should form part of the decision process for the future of the Peninsula.

11.126. Finance.

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

11.126.2 Cllr. Tranchant had agreed and signed the bank reconciliation prior to the meeting.

The Clerk was asked to ensure that all bank reconciliations were dated.

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

Volwona (OakProperties) Office rent DD 400.00

Eon B. Barn gas DD 219.41

BT B. Barn phones – 2 lines DD 199.95

Southern Electric B. Barn electricity DD 320.29

G. Argyle Assistant to Clerk 883 225.00

Foremost Supplies Janitorial supplies BB 884 58.74

Bee-expert Cleaning BB 885 400.00

Cleaning BB after event 885 50.00

Sidlesham Parish Council Councillors Course £45 x 5 886 225.00

Kent County Council Grass Cutting 50% B Pk, 50% D’view 887 2,343.04

Doug Goodman Handyman payment 888 480.00

Doug Goodman Installation of new seat on Booker Green 888 200.00

Office Home & Leisure Stationery – 1000 white envelopes 889 22.90

J. Griffith Clerk’s salary 890 1,203.48

Hirer Returned security deposit 891 50.00

Travis Perkins Handyman supplies 892 102.38

Hirer Returned security deposit 893 96.00

WSCC Civil Licence application 894 1,800.00

11.126.4 Proposed by Cllr. Main seconded by Cllr. O’Sullivan the following payments totalling

£5232.33 were agreed by the Council.

J. Griffith Clerk’s salary        895                  1,203.28

cancelled cheque                   896

L.Wright Assistant to Clerk              897                509.50

Castle Printers Local Rag Jan-Sep 2011                898                     229.80

Southern Electric Downview pavilion electricity            899                  15.61

Doug Goodman Handyman payment                  900                         679.25

George Thomas Pressure washing to degrease patio B Barn               901         54.00

Stoney Ridge Deposit for band for Barn Dance B Barn             902           70.00

Phillips Supply & fit reception desk B Barn            903                       1,596.00

Bee-Expert Cleaning contract B Barn                  904               400.00

J. Griffith Clerk’s expenses                  905                274.89

B’sham Youth Football Academy Refund Damage Deposit BB      906     200.00

11.126.5 Proposed by Cllr. Lambert, seconded by Cllr. Breeze, the Council agreed to appoint

Mrs. Gwen Pritchitt as its internal auditor for y/e 31 March 2012 at a cost of £500 plus mileage at 45p/mile.

11.126.6 Proposed by Cllr. Breeze, seconded by Cllr. O’Sullivan, the council agreed to spend £298.70 of the £500 budget on providing a suitable plaque to all those who donated money towards the purchase of the Millennium Clock.

11.127Highways

11.127.1 Street Lights. Cllr. Breeze reported that no Council adopted lights were unlit.

11.127.2 Bus Service reduction. To receive any further information – see item 11.125

11.127.3 Pedestrian Crossing, Stocks Lane. All the Councillors commented on how smoothly the installation was done with very little disruption to everyone going about their normal business. They offered their thanks to the contractors, especially for completing the works ahead of schedule in time for the beginning of the school term. The crossing has only been in place a week and already it must have benefited hundreds of people and significantly increased the safety of this road.

11.127.4 To consider ways to limit the use of Garden Avenue and Pond Road as a rat run.

After lengthy discussion the Council agreed to ask Highways for help to solve the problem, possibly starting with updating the road marking and Give Way signs. The Parish Council can then monitor the situation to record the affect.

11.127.5 It was also noted that there are no road markings in Shalbourne Crescent or at the junction of Oakfield Avenue and Coney Road and these should also be reported.

11.127.6 The Clerk was asked to obtain assurance from WSCC that the road surface on the ‘S’ bends in Bracklesham Lane is checked as much of the rough surface appears to have gone.

11.128.Bracklesham Park.

11.128.1 Proposed by Cllr. Lowe, seconded by Cllr. Warner the Council agreed to sign up to an 02 monthly SIM only contract of £21.50 to provide the Barn with its own mobile. Grateful thanks were given to Cllr. Fitch who donated a Blackberry phone to the Barn.

11.128.2 A complaint was received about the noise from the Barn on Saturday night from a nearby resident during a charity fundraising function. The Clerk has spoken to the Licensing Officer and the matter is being dealt with. The design of the automatic vent in the main hall means that in certain conditions when the vent opens it allows noise out from inside the hall and when it is hot inside people migrate outside to get some fresh air and gather outside the front door and this has now been identified as a possible noise problem. The Clerk reported that she attended at 9.30pm, the Police carried out a routine patrol in the car park around 11pm and the Clerk and her assistant attended again at midnight to check and secure the building at 12.30am when everyone had left the premises. In future checks will be recorded.

11.128.3 Application to hold civil ceremonies

The Clerk reported that the Registrar has visited the premises and was very encouraging about the suitability of the premises. The Clerk is just waiting for some further paperwork to arrive before sending off the application. The application needs to be advertised in the local paper. Proposed by Cllr. O’Sullivan, seconded by Cllr. Croucher the Council agreed to pay the advertisement fee.

11.128.4 Fundraising, promotion and marketing

Proposed by Cllr. Main, seconded by Cllr. Breeze the Council agreed that the Clerk have the power to administer any funds raised by promotions. The Clerk reported that £78 was raised at the Tea Dance and that £70 of this will be put down as a deposit for the Barn Dance group on Saturday 26 November, 2011. Tickets are available from the Parish Clerk, George Thomas and Michael Pettitt.

11.128.5 Cllr. O’Sullivan reported on the recent BBCA meeting. Cllr. Lambert requested the details of the noticeboards to be provided. The date of the Management Committee meeting will have to be deferred until members are back from holiday, early October.

11.128.6 The Clerk was asked to provide full details of the finances of the Barn at the October meeting.

11.129 The Council received a report on the Community Forum meeting on Monday 5 September

where concerns were raised about the accessibility of the consultation document on housing and development which appears to be only available to those with an email address. Concerns were also raised about the capacity of the sewerage system in the Witterings in connection with future housing proposals and the Medmerry realignment. (It was thought that the realignment may affect the sewerage pipe running from East Bracklesham Drive to the Sidlesham Treatment plant). Southern Water assured the meeting that the pipe would not be affected by the realignment but its capacity was affected by ingress of surface water through manhole covers etc.

11.129 Local Development Framework. The Clerk was asked to circulate a hard copy of the consultation for Councillors to comment on and return to the office by 19 September for the Clerk to collate the answers and submit them in time.

11.120Downview Playground The working party have viewed schemes from three different playground

contractors. They are still working on the final design and will provide this at the October Parish Council meeting.

11.121Booker Green. Cllr. Lowe reported that the Working Party is investigating the total removal ofthe

concrete planters. Travis Perkins have been approached with a view to moving the planters by crane and they may be able to do this free of charge – details to be further discussed. Once the planters have been removed the land will be made good and seeded.

The gate on to the green is not on Parish land and will be removed from its current location. The working party is investigating locating bollards at the entrance to enable ease of access except for cars.

11.122 Parish Council Office. None.

11.123 Clerk’s Salary. This item was deferred to the next meeting.

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

There were no urgent matters but the Chairman allowed the Clerk to read out a letter from a local young man which was handed to her by PC Lyons:

‘On the 20 August 2011 outside of the Co-op I shouted out obscenities to a passing police officer, when the village had many families and visitors in the area. I wish to sincerely apologise for my crude behavior and promise that I will not do this again and deeply regret my words and actions.’

The Clerk was asked to request that in future could such offenders be asked to attend the next Parish Council meeting to apologise in public.

Signed______________________________Chairman Date_________________________

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

THURSDAY 13 OCTOBER 2011 AT BRACKLESHAM BARN, BEECH AVENUE, BRACKLESHAM

MINUTES OF THE MEETING OF THE COUNCIL

HELD ON 14 JULY 2011

AT BRACKLESHAM BARN, BEECH AVENUE, BRACKLESHAM.

PRESENT: Council Members

Cllr. Rod Tranchant (Chairman) Cllr. Geoff Breeze

Cllr. Ted Croucher Cllr. Eleanor Johnson-Cadwell

Cllr. James Fitch Cllr. Jean Koennecke

Cllr. Basil Lambert Cllr. Ray Lowe Cllr. Sylvia Main Cllr. Joe O’Sullivan Cllr. Steven Warner

APOLOGIES FOR ABSENCE: PCSO Ann Bromley and Drew Allardice (Community Warden)

IN ATTENDANCE: County Councillor Pieter Montyn, District Councillors Graeme Barrett and Peter Clementson.

Cllr. Tranchant welcomed the newly co-opted Councillors.

11.108 Declarations of Interest None.

11.109 Minutes of the last meeting

The minutes of the meeting held on 9 June were confirmed by the Council as a correct record and signed by the Chairman.

Mr. Michael Pettitt (BBCA member) arrived.

11.110 Matters Arising.

The Council asked County Councillor Pieter Montyn to initialise a further meeting with the Library Service in order to find out more information about the withdrawal of funds to Witterings Library.

11.111 Reports from District and County Councillors

Report from County Councillor Pieter Montyn:

Pedestrian Crossing – Stocks Lane

WSCC have changed contractors which could result in a delay.

Youth Club

WSCC have some grant money available but a business plan for the club is required.

.

Report from District Councillor Graeme Barrett:

Youth Centre

Cllr. Barrett is pursuing a grant from WSCC towards support to run the Youth Club until the end of the current financial year. To continue professional support to run the Senior Sessions from April 2012 funding will be sought through the Parish precept and anticipate the costs to be split between both West and East Wittering Parish Councils as both Parishes benefit from the facility. The estimated total annual cost is £9000.

Marine Drive Car Park – Work has now started on providing the extended hard standing for local business use. Once this is in place the machines in Northern Crescent car park will be used.

Provision and Replacement of Household Waste Wheeled Bins – Cabinet have recommended that the cost of this service be covered by the householder.

Local Development Framework – Core Strategy – The draft Consultation Document for Housing Numbers and Locations has been released. The public consultation will start in the third week of August.

Proposed change to Bus Service Timetable due to subsidy cuts

A positive meeting was held with Stagecoach where Town and Parish Councillors from the Peninsula attended. The meeting was chaired by Roger Marshall District Councillor for West Wittering. The proposed new timetables will be produced in September/October by Stagecoach.

Foreshore Office

A meeting was held at EPH with the Portfolio Holder, CDC Officers and Cllr. Barrett on Friday 17th June to discuss issues raised by residents. This meeting will be followed up, at a later date, with a meeting at the Foreshore Office where a representative from the Parish Council will be welcome to attend.

11.112. Finance.

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

11.112.2 Cllr. Tranchant had agreed and signed the bank reconciliation prior to the meeting.

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

STANDING ORDERS, DIRECT DEBITS AND PAYMENTS PREVIOUSLY APPROVED

Volwona (Oak Properties) Office rent 400.00

Eon B. Barn gas 33.11

11.112.4 Proposed by Cllr. Breeze seconded by Cllr. Croucher the following payments totalling £ 12,059.98 were agreed by the Council.

R A Gosling Medals etc for B Barn Fun Day 864 100.00

Doug Goodman Handyman contract June 2011 866 600.00

J. Griffith Clerk’s salary June 2011 867 1,203.28

J. Griffith Clerk’s expenses June 2011 868 112.99

V. Argyle Office Assistance June 2011 869 315.00

Staples Various stationery for office 870 44.74

Travis Perkins Handyman supplies 871 62.75

CDC Election fees 872 474.23

Southern Electric Street lighting 1st quarter 2011/12 873 334.20

British Gas Downview Park gas Feb-May 2011 874 3.52

E.Witt Parochial Church Council Water rates @ Old Church 1/7/11-30/6/12 875 50.81

Gwen & Tony Pritchett Internal Audit for 2010/11 (final inspection) 876 225.80

Playsafety Ltd ROSPA Inspections Brack Park & Downview 877 190.80

Detect Fire & Security B. Barn items/services 878 90.00

HMRC B. Barn Rates DD paid in mthly instalmts DD 4,438.55

J M Davis & Sons B Barn shelving etc 879 1,252.41

Tudor Catering B Barn various kitchen items 880 2,070.56

G Thomas Reimbursement for B. Barn plumbing 881 37.14

Neptune Outdoor Furniture Bench on Booker Green 882 553.20

11.112.5 Proposed by Cllr. Breeze, seconded by Cllr. Croucher the Council agreed that all utility bills be paid by direct debit.

11.112.6 Proposed by Cllr. Croucher, seconded by Cllr. Lowe the Council agreed that the Clerk can return security deposits paid by Hirers of the Barn upon a successful inspection of the premises.

11.112.7 Proposed by Cllr. Main, seconded by Cllr. Lambert the Council agreed to the cost of the new Councillor course on 18 August at £45 per Councillor.

11.112.8 Audit – the Clerk explained that she had explained to Mazars that the grants from the Big Lottery and West Sussex County Council had gone straight in and out of the PC account as they were immediately forwarded to Chichester District Council towards the build of Bracklesham Barn. Despite the explanation Mazars would not reconsider their fee which is based on turnover therefore there will be an extra cost of some £700 to the External Audit fee. The Council acknowledged and noted that there was nothing further that could be done.

11.113 Highways

11.113.1 Street Lights. There was no streetlight inspection this month.

11.113.2 Bus Service reduction. County Councillor Pieter Montyn reported that there will be a reduction in subsidies but we are still waiting for details. Any reductions are likely to take place from 1 October 2011 but some may be phased over a period of time. Stagecoach will also review the situation and produce a proposed timetable.

11.113.3 The Clerk was asked to request WSCC clears vegetation from road signs, especially around the Itchenor crossroads.

11.114 Reports

11.114.1 The Council noted a report from Cllr. Lowe on the recent Sussex Association of Local Council’s meeting – Clerk to circulate full details.

11.114.2 The Council noted a report from Cllr. Fitch on the recent Manhood Peninsula Steering Group meeting discussing Marine Conservation Zones (MCZ) which the Clerk will circulate. Cllr. Fitch agreed to the Council’s request to continue to monitor the situation.

11.114.3 The Council received details of the annual RoSPA playground report on the Parish playgrounds from the Clerk. The Clerk advised that there was only one area of high risk near the skateramp and that this was being dealt with. The report advised that the rest of the equipment was not a high risk.

11.115 Downview Playground Renewal. The Working Party reported that it was progressing but still had other contractors to meet with to get further proposals. When an acceptable design and price had been found it would be presented to the Council for approval.

11.116 Bracklesham Park.

11.116.1 Fun Day report. Michael Pettitt of the BBCA reported that the Fun Day had been a great success and had really been a community affair. He thanked all those involved and pointed out that the BBCA could not do it without all the help from local residents and organisations. Despite not intending to make money out of the day, £1500 was raised towards Bracklesham Barn. The Parish Council added its grateful thanks to everyone involved and especially Michael Pettitt for bringing it all together. Michael felt that there was enough enthusiasm to begin planning next year’s Fun Day.

11.116.2 The Council was asked by the BBCA if it would agree to apply for a licence to hold civil wedding ceremonies at Bracklesham Barn. It is widely known that the Registry Office in Chichester is closing in September and therefore there would be a need for places to hold civil ceremonies. The cost to apply for a licence would be £1800. The Parish Council pointed out that it didn’t have the money in the budget for this. Michael Pettitt reported that he would be bringing it to the BBCA for it to consider financial assistance.

11.116.3 Equipment. The BBCA reported that badminton nets and stands, 2 table tennis tables, ‘air hockey’ and a football table were on order for the Barn.

11.117 Parish Council Office. Any information regarding the office. None.

11.118 Proposed by Cllr. Breeze, seconded by Cllr. Lambert the Council agreed not to hold a regular Parish Council meeting in August. Any regular payments due would be made by the Clerk.

11.119 Assistant to the Clerk vacancy. Due to the financial and personal nature of the matter on a

proposal by Cllr. Breeze, seconded by Cllr. Lowe the Council agreed to go into closed session to discuss the position of Assistant to the Clerk and salary.

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

Signed______________________________Chairman Date_________________________

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

THURSDAY 8 SEPTEMBER 2011 AT BRACKLESHAM BARN, BEECH AVENUE, BRACKLESHAM

MINUTES OF THE MEETING OF THE COUNCIL

HELD ON 9 JUNE 2011

AT BRACKLESHAM BARN, BEECH AVENUE, BRACKLESHAM.

PRESENT: Council Members

Cllr. Rod Tranchant (Chairman) Cllr. Geoff Breeze

Cllr. Ted Croucher Cllr. Eleanor Johnson-Cadwell

Cllr. James Fitch Cllr. Basil Lambert Cllr. Ray Lowe Cllr. Sylvia Main Cllr. Joe O’Sullivan Cllr. Steven Warner

APOLOGIES FOR ABSENCE: Cllr. Jean Koennecke, District Councillor Peter Clementson, PCSO Ann Bromley and Drew Allardice (Community Warden)

IN ATTENDANCE: County Councillor Pieter Montyn, District Councillor Graeme Barrett and 2 members of the public

Cllr. Tranchant welcomed the newly co-opted Councillors.

11.93 Declarations of Interest None

11.94 Minutes of the last meeting

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

11.95 Matters Arising from the last two meetings. None

11.96 Public Questions.

11.97 Reports from District and County Councillors.

Report from District Councillor Graeme Barrett:

Foreshore Office

A pre-meeting has been arranged at EPH with the Portfolio Holder, CDC Officers and myself on Friday 17th June to discuss issues raised by residents. This meeting will be followed up, at a later date, with a meeting at the Foreshore Office where a representative from the Parish Council will be welcome to attend.

Youth Centre

Discussions were held between WSCC, the Guides and the Youth Club Committee Chairman at a meeting last month. Future staffing arrangements and asset transfer matters were addressed. With regard outstanding maintenance issues with the building the County Councillor for Youth Services has offered to take up these issues with WSCC Officers. WSCC have also been requested to provide cost estimates to bring the staffing up to a level that will enable the second weekly senior session to be reinstated.

Cabinet Meeting 7th June

Public Toilets – The facility at Itchenor will now remain open until at least 2012 following a contribution of £200 from Itchenor Parish Council and £4300 from Chichester Harbour Conservancy toward the overall cost of £7000.

Tourist Information Centre – The Cabinet recommended that the centre will be moved from South Street to The Novium the new museum in Tower Street when it opens next year. The Cabinet was presented with four different options on how the TIC could be delivered from within the new museum. The preferred choice of Members and Officers was to open seven days a week, offering an improved service to both the industry and visitors and provide a ‘front of house team’ to oversee the shop, with one officer responsible for marketing the service and increasing footfall to the TIC and the new museum.

The ‘Floodcom’ bid to the Interreg 2 Seas Programme – Funding is being sought from Europe to enable the continuation of the work progressed under the Coastal Change Pathfinder programme. The original decision date for the award of £1M (£250K from local partners and £750K from Europe) was mid May but following discussions with other European partners the bid will be revised and resubmitted by the 8th July. The decision date will now be November 2011.

Proposed change to Bus Service Timetable

An approach from CDC Councillors to the CDC Licensing Team has been made with regard CDC Licensed Hackney Carriages providing a local service to and from Chichester. One possibility that will be explored will be to site Taxi Ranks at strategic points on the Peninsula.

Report from County Councillor Pieter Montyn

Cllr. Montyn confirmed next week’s meeting he had instigated between members of the Parish Council and WSCC to discuss the Council’s concerns about Library service and its future.

11.98. Finance.

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

11.98.2 Cllr. Tranchant had agreed and signed the bank reconciliation prior to the meeting.

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

STANDING ORDERS, DIRECT DEBITS AND PAYMENTS PREVIOUSLY APPROVED

Volwona (OakProperties) Office rent 400.00

Doug Goodman Handyman contract 2011 480.00

Doug Goodman Provision of new planters and repair seat 201.60

J. Griffith Clerk’s salary May 2011 1,426.92

J. Griffith Clerk’s expenses May 2011* 527.16

HMRC Clerks tax and NIC 1st Qtr 1,688.55

V. Argyle Office Assistance May 2011 330.00

Southern Water Downview Pavilion 12.80

Portsmouth Water Bracklesham Barn water supply 49.09

Eon Bracklesham Barn gas 828.50

Southern Electric Bracklesham Barn electricity 912.59

Stuart Dobbin Financial advisor to the Clerk 500.00

Staples Various stationery for office 38.06

George Thomas handyman supplies for Bracklesham Barn shelves* 218.03

Travis Perkins handyman supplies 22.65

CDC Community Wardens – contribution for 2011/12 7,500.00

Access by Design Final payment for Barn website 613.20

Sidlesham Basket Nursery Bedding plants 87.12

Southern Electric Downview Pavilion 15.62

WSCC Street light maintenance 1.4.10-31.3.11 2,020.92

11.98.4 Proposed by Cllr. Breeze seconded by Cllr. Lowe the following payments totaling £17,472.81 were agreed by the Council.

11.98.5 Proposed by Cllr. Croucher seconded by Cllr. O’Sullivan the Council agreed to a budget of £50 for the Clerk to purchase bin liners for Bracklesham Park.

11.98.5 Proposed by Cllr. Lambert, seconded by Cllr. Lowe the Council agreed to pay all utilities and the annual TV licence by direct debit.

11.98.6 The Council received the financial statements for year ended 31 March 2011. The Council was satisfied that the accounts were produced in accordance with the Accounts and Audit Regulations 2011 and on a proposal by Cllr. Lambert seconded by Cllr.Breeze the Council approved the accounts. Cllr. Lambert suggested that the insurance of the assets should be made clear that it was new for old.

11.98.7 Proposed by Cllr. Main, seconded by Cllr. O’Sullivan 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.

11.99. Appointment to Planning Committee. The fifth position was filled by Cllr. Koennecke.

11.100 Appointment of the following Working Parties. The following additional appointments were made (in bold):

Crime Prevention: Cllr. Lambert, Cllr. Lowe, Cllr. Fitch

Downview Playground: Cllr. Warner, Cllr. Main, Cllr. Tranchant

Booker Green: Cllr. Breeze, Cllr. Lowe, Cllr. Johnson-Cadwell

Emergency Planning: Cllr. Main and Cllr. Fitch.

11.101 Appointment of representatives to Village Hall Management Committee.

The following additional appointments were made (in bold):

Cllr. Lambert, Cllr. Breeze and Cllr. Koennecke.

11.102 Appointment of representatives to the Bracklesham Bay Community Association

The following additional appointments were made: Cllr. O’Sullivan and Cllr. Croucher.

11.103 Street Lights.

Cllr. Breeze carried out an inspection on Wednesday 8th June beginning at 21.30 pm and ending at 22.15 pm.

Two lights were unlit: Kimbridge Road Column No 1 and Seafield Way Column No 3. The Clerk has reported these faults.

An un-numbered column outside House no 5 in Middleton Close is still out and has been reported to A2 Dominion.

11.104 Bus Service reduction. The received comments from Councillors on the proposed cuts in the evenings and weekend services to this Parish raising serious concerns about the detrimental impact to the community of cutting services after 6pm and on Sundays.

Two members of the public arrived.

11.105 Bracklesham Park.

11.105.1 The Clerk gave a general update on Bracklesham Barn and Park and reported that many defects were still outstanding on the building. The outside seeding has been done but it was felt that the condition of the ground was unacceptable as the top soil had been removed and it was strewn with large rocks which would make it impossible to mow.

11.105.2 Michael Pettitt provided the Council with an update on the Fun Day to be held at Bracklesham Park and Barn on Saturday 2 July 2011. So far there are around 23 various stall holders. Other entertainment will include cream teas, hog roast, Penny Black choir, Fancy Dress, various children’s races and ending with a Tug of War between the local hostelries. 15 various sponsors have helped to bring this together. Posters, flyers and tickets for the Barn Dance in the evening are being printed. It will be advertised in the local press, on banners and local radio.

He asked Cllr. Main if she would be kind enough to judge the Fancy Dress competition which she was very pleased to do.

Cllr. Tranchant was asked to present the medals to the winners of the children’s races which he also was pleased to accept.

Proposed by Cllr. Croucher, seconded by Cllr. Main the Council agreed to a budget of £100 to provide the medals for the children’s races. Michael Pettitt was asked to provide the Clerk with the paperwork for her to raise a cheque.

11.105.3 Two members of the public raised concern about the noise of the balls hitting the frame of the Multi Use Games Area (MUGA). The Clerk explained that each panel should have a rubber buffer between the mesh and the frame and that she would get these checked and tightened to prevent them rattling.

The Council discussed hanging netting inside the MUGA to further reduce noise but agreed that it would not be suitable and would be removed or torn very quickly.

11.105.4 Equipment – The BBCA will be writing to the Clerk with details of the equipment that it would like to provide for the Barn for it to be agreed by the Management Committee at its first meeting.

11.105.5 Concern was raised about the goal posts and young people climbing on them. The Clerk reported that Stuart Campbell had submitted details of new goal posts and it was hoped that these could be purchased from the Section 106 money and that it was with CDC for a decision.

11.105.6 The Clerk reported one bad debt from the Hirers of Bracklesham Barn. Proposed by Cllr. Main, seconded by Cllr. Lowe that if this debt was not paid within 14 days of the letter requesting it then that Hirer will not be allowed to continue their bookings.

11.105.7 Proposed by Cllr. O’Sullivan, seconded by Cllr. Breeze the Council agreed to sign the contract with Southern Electric for the Barn’s electricity supply.

11.106 Parish Council Office.

The Chairman reported that Ginny Argyle, Assistant to the Clerk, would be leaving in the third week of July. Because of the work involved the Council unanimously felt that the job required the hours to be raised to 15 and that the job be all year rather than term time. It was agreed to place an advertisement for the vacancy in the local press.

11.107Tree Warden

Proposed by Cllr. Main, seconded by Cllr. O’Sullivan the Council agreed to the appointment of Francine Hedley-Goddard as the Parish Tree Warden.

Signed______________________________Chairman Date_________________________

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

THURSDAY 14 JULY 2011 AT BRACKLESHAM BARN, BEECH AVENUE, BRACKLESHAM

MINUTES OF THE EXTRAORDINARY MEETING OF THE COUNCIL

HELD ON 8 JUNE 2011

AT THE PARISH COUNCIL OFFICE, WITTERING WALK, EAST WITTERING.

PRESENT: Council Members

Cllr. Rod Tranchant (Chairman) Cllr. Geoff Breeze

Cllr. Ted Croucher Cllr. Basil Lambert Cllr. Ray Lowe Cllr. Sylvia Main Cllr. Joe O’Sullivan Cllr. Steven Warner

APOLOGIES FOR ABSENCE: None

IN ATTENDANCE: None

11.90 Declarations of Interest None

11.91 Minutes of the last meeting

Minute 11.62.3 was amended to include the appointment of Cllr. Breeze to the Village Hall Management Committee.

The amended minutes of the meeting held on 19 May 2011 were confirmed by the Council as a correct record and signed by the Chairman.

11.92 Casual Vacancies

The Council considered six applications for the three vacancies.

Proposed by Cllr. O’Sullivan, seconded by Cllr. Croucher the Council agreed to a paper vote.

Cllr. Lambert abstained.

By majority votes the following candidates were co-opted to the Parish Council:

Mr. James Fitch, Mrs. Eleanor Johnson-Cadwell and Mrs. Jean Koennecke.

Signed______________________________Chairman Date_________________________

MINUTES OF THE ANNUAL MEETING OF THE COUNCIL

HELD ON 19 MAY 2011

AT BRACKLESHAM BARN, BEECH AVENUE, BRACKLESHAM.

PRESENT: Council Members

Cllr. Rod Tranchant (Chairman) Cllr. Geoff Breeze

Cllr. Ted Croucher Cllr. Basil Lambert Cllr. Ray Lowe Cllr. Sylvia Main Cllr. Joe O’Sullivan Cllr. Steven Warner

APOLOGIES FOR ABSENCE: District Councillor Peter Clementson, PCSO Ann Bromley and Drew Allardice (Community Warden)

IN ATTENDANCE: County Councillor Pieter Montyn, District Councillor Graeme Barrett and 2 members of the public

Cllr. Tranchant welcomed Councillors and congratulated them on their election.

11.55 Election of Chairman

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

11.56 Election of Vice Chairman

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

11.57 Co-options.

The Clerk advised that there had been three applications so far for the vacancies. The Council asked the Clerk to arrange a brief informal meeting with all the applicants at a time which would enable the majority of the Council to attend.

11.58 Declarations of Interest None

11.59 Minutes of the last meeting

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

One member of the public arrived,

11.60 Matters Arising from the last meeting. None

The Council agreed to bring forward County Councillor Pieter Montyn’s report to enable him to attend another meeting.

11.61 Report from County Councillor Pieter Montyn

Cllr. Montyn reported the West Sussex County Council (WSCC) withdrawal of subsidies to bus companies and a proposal to withdraw service of the 52 and 53 bus routes from Chichester to and from the Witterings and Bracklesham after 6pm and on Sundays. The Parish Council raised concern about the resulting isolation of this area and the effect it will have on young people. It was agreed that this item will be discussed in more detail at the next Parish Council meeting on 9 June. Councillors were asked to submit their comments to the Clerk by Friday 27 May for the Clerk to collate and circulate for that meeting.

Cllr. Montyn also reported that approval had been given for the installation of a pedestrian crossing near the primary school in Stocks Lane. It is hoped that work will start during the summer holidays and be finished in time for the September term. It was noted that the funding for this crossing has been provided by developers and not Council tax.

11.62 Appointments

Proposed by Cllr. Main, seconded by Cllr. O’Sullivan the Council agreed the following appointments:

11.62.1 Appointment of Planning Committee (5 members)

Cllr. Breeze, Cllr. Lambert, Cllr. Lowe, Cllr. Main, one vacancy..

11.62.2 Appointment of Bracklesham Park Committee

Cllr. Croucher, Cllr. O’Sullivan and Cllr. Tranchant

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

11.62.3 Working Parties

Crime Prevention: Cllr. Lambert, Cllr. Lowe, one vacancy

Downview Playground: Cllr. Warner, Cllr. Main, one vacancy

Booker Green: Cllr. Breeze, Cllr. Lowe, one vacancy

Appointments of representatives to other organisations

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

2 Village Hall Management Committee – Cllr. Lambert and two vacancies

3 Youth Club Management Committee – Cllr. Warner

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

5 County Committee – Cllr. Tranchant.

11.63 Public Questions. None

11.64 Report from District Councillor Graeme Barrett

CDC Elections

The new Leader is Heather Caird, Deputy Leader Myles Cullen, Chairman Peter Clementson and Deputy Chairman Graham Hicks.

Foreshore Office¬

See addendum to minutes and also minute 11.87.

On the appointment of the Cabinet Member for Culture and Sport District Cllr. Graeme Barrett has been invited to hold a meeting with the Foreshore Officers, CDC Officers and the Cabinet Member to discuss the work undertaken by this Office.

Youth Centre

Discussions are planned between WSCC, the Guides and the Youth Club Committee later this month where the process of transitioning the running of the facility from WSCC to a charitable organisation will be the topic of the discussion. As you are aware WSCC are withdrawing their financial and staffing support to many of the Youth Clubs in the area. To maintain an effective youth service in the Witterings beyond April 2012 the Youth Club will be seeking funding to staff the Senior Youth Sessions. The funds are needed to pay WSCC for part time staffing of the Senior sessions. The sessions for Juniors and Intermediates will continue to be staffed by volunteers. Funding will be sought from the Parishes that use the facility, West Wittering and East Wittering & Bracklesham. In the paper on West Sussex Big Society for Members (FR01(11/12)) it suggests that local issues should be addressed by local authorities/ organisations. Further to this it is planned to seek a grant from the budget detailed in the above paper to cover the remaining period of this financial year.

11.82 Finance.

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

11.82.2 Cllr. Tranchant had agreed and signed the bank reconciliation prior to the meeting.

11.82.3 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

Konica Minolta Copier hire 4.5.11-3.8.11 41.47

11.82.4 Proposed by Cllr. Main seconded by Cllr. Lowe the following payments totaling £8285.09 were agreed by the Council.

Doug Goodman Handyman contract Mar-Apr 2011 822 660.00

J. Griffith Clerk’s salary Apr 2011 plus overtime 823 1,821.60

V. Argyle Office Assistance Apr 2011 824 315.00

Travis Perkins Handyman supplies 825 23.49

BT Barn Internet rental 25 Mar-30 Jun 826 108.52

BT Barn Broadband line rental April 2011 827 18.27

BT Barn alarm line rental April 2011 828 17.98

BT Office phone bill Jan-Apr calls, Apr-Jun rental 829 343.29

BT Office broadband 1 May-31 July 830 54.00

Sidlesham Basket Plant Nursery 120 x Ivy Geraniums 831 172.80

Tudor Catering Turbo fan oven hire BB * 832 75.00

Phillips builders Barn reception desk * 833 3,924.00

Oak Properties Electricity for PC office 834 151.90

Bee-Expert Cleaning Barn 835 40.00

Portsmouth Water Downview pavilion water 836 11.63

Component Force Barn nail on feet for chairs* 837 70.56

J. Griffith Clerk’s expenses Apr 2011 – see below 838 477.05

Clerk’s Expenses for approval 19.5.11

Date Product £

13.3.11 Coffee table for BB reception * 7.14

17.3.11 Flourescent office paper * 3.98

23.3.11 Blue office paper BB* 8.00

15.4.11 Window cleaning x 2 40.00

14.4.11 Cleaning products for BB* 2.97

18.4.11 Ethernet cabling BB* 6.16

18.4.11 Sugar & coffee – Ann. Parish Mtg 5.39

21.4.11 Biscuits – Ann. Parish Mtg 8.37

21.4.11 Milk – Ann. Parish Mtg 2.14

26.4.11 Mobile phone calls 46.46

27.4.11 Office swivel chair * 25.99

27.4.11 Key safes x 2 * 43.18

27.4.11 Cleaning equip for Barn (mop etc) * 31.92

03.5.11 Expenses to Caretaker Apr/May (min.11.50.5) 30.00

18.4.11 TV License BB 145.50

12.5.11 Post copy ins. docs for quote 0.75

16.5.11 B Park playground repair – shackle 69.10

Total 477.05

* to be refunded from Section 106

11.82.5 The Council received a request from Chichester District Council for £7500 towards the continuation of the Community Warden service in the Parish. The Council instructed the Clerk to reply stating that it was happy to contribute this sum but required reassurances that our current Community Warden Drew Allardice does not get reallocated to another area and that he has more use of a vehicle than in the past due to the size of the area he has to cover. Upon confirmation of this in writing the Council instructed the Clerk to pay the invoice.

11.82.6 The Council received an insurance renewal premium of £11,533.97 from Aon for the Council’s annual cover. The Clerk had obtained competitive quote of £7069.21 from Came and Co. On a proposal by Cllr. Lambert, seconded by Cllr. Breeze the Council agreed to instruct the Clerk to discuss this further with Aon and if they matched the same price as Came and Co. to continue with Aon.

11.82.7 Proposed by Cllr. Croucher, seconded by Cllr. Lambert the Council agreed to pay BT invoices by direct debit.

11.83. Highways

11.83.1 The Council was advised that West Sussex County Council have approved the installation of a pedestrian crossing near the school entrance in Stocks Lane. The proposal chosen will involve the closing of the eastern end of Wyatt Court entrance and work is expected to take place during the school summer holidays.

11.83.2 Street Lights Cllr. Breeze carried out the inspection and reported only one light out, Column 5 in Longlands Road. The Clerk to report the fault to the contractors.

11.83.3 Parking The Council were advised that the extension to the hardstanding in Marine Drive has been contracted out and hopefully work will commence soon. District Cllr. Graeme Barrett said he would take the Council’s concerns about lack of Parking Wardens to the District Council for comment.

11.83.4 The Council unanimously agreed with the District Council’s decision to remove recycling banks from Northern Crescent car park because paper, tin, glass and most plastics are now collected from individual households.

11.84 Bracklesham Park and Barn

11.84.1 The Clerk reported that bookings were doing very well. She reported that the Caretakers, Dave and Lynn Waller and volunteers George Thomas and Michael Pettitt were invaluable in assisting with the running of the centre. The Council thanked them for their generous support in helping to achieve a smooth start to the centre. Also thanked Dave Waller for effecting a quick repair to the playground.

Two members of the public arrived.

11.84.2 Michael Pettitt (Bracklesham Bay Community Association) reported that together with George Thomas and in consultation with Joyce Griffith the BBCA are investigating purchasing several items of the equipment which have been identified for Bracklesham Barn.

11.84.3 The Clerk reported that the workload involved in Bracklesham Barn is far more than anticipated. This is mainly due to the continuous faults that require to be fixed. The Council was very concerned about the number of faults that have been reported since the handover of the building and will be raising this with Chichester District Council.

11.84.4 Proposed by Cllr. Breeze, seconded by Cllr. O’Sullivan the Council agreed to 10 extra hours for Mrs. Ginny Argyle during the second half of June.

11.84.5 The Council asked the Clerk to enquire again with the Fire Authority about the recommended capacity for various functions in the Barn.

11.84.7 Fun Day Saturday 2 July 2011 Michael Pettitt (BBCA) reported that this day’s events are scheduled to include Fancy Dress, Bouncy Castle, Pony rides, ice cream, exhibitors, Brighton and Hove coaching, Sussex Cricket Club coaching, cream teas, display by local emergency services, a raffle and much more. In the evening there will be a Barn Dance – entrance by ticket only.

11.85 Annual Parish Meeting 21 April 2011 – debrief

The Council felt that the meeting went well and was well attended despite it unfortunately

coinciding with other events. After discussion it was agreed that the leaflet drop to each

house was beneficial as it also gave a brief update on what is happening in the Parish to

those who are unable to attend the meeting. The Council asks for Parishioners to come

forward to offer to post leaflets in their own roads to help lighten the task distribute the leaflets

to all the households.

11.86 Acting Mayor of Bracklesham

The Council has received a lot of complaints and confusion from Parishioners about the

gentleman who has called himself the Mayor of Bracklesham. The Council made clear there

is,and never has been, a Mayor of Bracklesham and that the gentleman concerned is

impersonating this position. Cllr. Lambert was asked to clarify this in the next Parish Council

newsletter. Residents new to the Parish could believe that this is a legal position and the

situation needs to be clarified.

11.87 Foreshore This matter was mainly dealt with under 11.64. The Council added that it has

received concerns from local residents who believe they have seen private cars being

washed during working hours.

11.88 Parish Council Office. No updates.

11.89 Urgent Matters

The Chairman received no objection to a memorial seat being placed on Booker Green in the memory of Cyril Buckingham.

Signed______________________________Chairman Date_________________________

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

THURSDAY 9 JUNE 2011 AT BRACKLESHAM BARN, BEECH AVENUE, BRACKLESHAM

ADDENDUM TO MINUTE 11.64 ABOVE.

Re: Foreshore Office

The following recommendations were approved at the Executive Board Meeting 1st December 2009:

1.1. The current service provision is maintained and a restructure of the staff within the Leisure and Wellbeing Service is implemented as identified in section 10.4.1 of this report.

1.2. That the identified areas that could generate additional income in options 7 – 14 in section 10.5 of this report are explored further and implemented as soon as possible.

The detail of above is:

Maintain the current provision and restructure the staff to address Health and Safety issues.

Option 6 – Retain existing service with restructure

Last financial year a report was taken to the Improvement Planning Group to request the funding

towards appointing a full time Foreshore Officer. This enabled us to retain the current Foreshore

Safety Boat Leader and recruit a full time Officer to be trained for business continuity and

succession planning. The appointment has been made for 18 months and this will take us

through to the end of the summer 2011 season. The Foreshore Officer will during the winter

months continue health and safety duties, maintain the vehicles and facilities at the Foreshore,

and will develop a Foreshore Plan to inform the future management and development of the

foreshore.

The new Foreshore Officer will also be involved in a number of projects such as the Medmerry

Realignment Scheme, East Beach Improvement Project, Coastal Defences, development of the

LDF and will investigate further income generating opportunities for the service. Partnerships

with existing and new partners will be formed and developed to benefit the service.

A report on the proposed restructure was approved by Executive Board on the 8th of September. The opportunity to restructure the team was taken following a request made by the Leisure Operations Monitoring Officer to terminate his employment on the grounds of efficiency of the service. The restructure consists of the termination of the above mentioned post and the appointment of a Parks Officer, making the Foreshore Officer a permanent position, with both posts reporting into the Parks and Green Space Officer. There is no additional funding required to enable this restructure to take place as costs will be found within the existing service budget. On the 31st October 2009 the Leisure Operations Monitoring Officer contract was terminated.

Income generating areas for the service

Option 7 – Boat launching charge

Currently the Foreshore Service assist with boat launching and recovery at the Bracklesham Ramp. Last year 189 boats were launched and recovered from the ramp. If a charge of £12 per boat were introduced on the previous years figures a total of £2,268 would be generated.

Option 8 – Deckchair/Sunlounger hire

Previously this has not been offered by the Service but in years past a license was in place for a third party to offer a deckchair service. If the service were to operate the service then an initial capital investment would be required but then a small amount of revenue could be generated. Alternatively a license could be offered and therefore no capital investment would be required.

Option 9 – Beach huts

Looking at finances from other neighbouring local authorities has shown that a large amount of their income is generated through the provision of beach huts. There is limited space available. There are a number of ways this could be delivered either through us building and selling the beach huts or us selling the land for development. Either way would enable a revenue income from charging a rental fee for the land or beach hut.

Option 10 – Watersport Storage/Licences

A watersports business has recently contacted us to request a storage facility close to the beach and permission to operate lessons from our beach. Possible locations are being investigated and discussions with estates about potential income generation are ongoing.

Option 11 – Boat Storage

We currently launch a number of boats which results in trailers being left by the boat house. A compound on site would enable people to store boats and would also provide a safe area where trailers could be left whilst at sea. The boat storage would generate some revenue and would also generate a community boat owners who may be interested in training opportunities which we may be able to deliver in the future.

Option 12 – Training Opportunities

Subject to the Foreshore Officer attaining the relevant qualifications, there is the opportunity to be a registered RYA training site which would enable us to run RYA training courses. In addition to the powerboat training, we could also offer first aid, boat maintenance etc. This could be delivered outside of the summer season and would provide a revenue income dependant on the number of courses offered.

Option 13 – Enforcement Charges

Following the recent legislation that enables the Council to issue fixed penalty notices, there is the potential that some income may be raised through enforcement of byelaws at the Foreshore. Staff would need to be trained to enable them to issue notices.

Option 14 – Parish Council Contributions

Following the consultation carried out as part of the Foreshore Review we received two responses from Parish Councils, and one from Cakeham Manor Estate. These three have identified that they would be willing to take the request for funding towards the future foreshore service to future committee meetings for consideration. This needs to be followed up to identify what potential income could be generated.

The Roles and Responsibilities of the Foreshore Officers and their teams are:

JOB PURPOSE

To supervise the Foreshore throughout the year and oversee the operation of the safety patrol service during the summer months.

MAIN RESPONSIBILITIES

To assist with the development and implementation of a Foreshore Action Plan.

To ensure inspections and risk assessments of the foreshore and boathouse are carried out, and relevant paperwork completed, and actions followed up and completed where possible.

To enforce the District Council’s byelaws associated with the sea and foreshore, and animals using the area.

To recruit, manage and train a team of foreshore assistants to deliver a summer foreshore service.

To organise, monitor, record and evaluate patrols of the foreshore by foot or by vehicle.

To organise the safe operation of the District Council safety boat patrol in inshore waters

To arrange for the appropriate danger flag to be flown when required

To carry out light maintenance to the boats, engine, trailer and associated equipment, and to arrange any repairs and maintenance to the equipment as required.

To arrange and position marker lane buoys to indicate boat channels.

To carry out foreshore rescues and first aid incidents and to keep all other agencies informed of any incidents.

To carry out and update health and safety operational instructions and emergency procedures.

To ensure all foreshore staff follow the health and safety operational instructions and emergency procedures.

To notify the Sport & Leisure Development Manager regarding any health and safety issues.

To ensure all customer enquiries are dealt with effectively and efficiently.

To actively promote the Foreshore and the Safety Patrol Service through development of marketing materials.

GENERAL DUTIES

To maintain a high standard of personal presentation and wear the uniform provided.

To arrange general duties and shift rotas as required, in the daily operation of the Foreshore Service.

To liaise with the Sport & Leisure Development Manager regarding any service requirements or issues.

To arrange for the completion of seasonal staff weekly time sheets.

To keep the Foreshore Office in a clean and tidy condition and to report to the Sport & Leisure Development Manager any repair and maintenance issues.

To give, as directed by the Duty Officer in control at the time, any support to the Council and the community that may be needed in response to civil emergency whether or not the tasks are related to the normal functions of the post or Directorate.

MINUTES OF THE MEETING OF THE COUNCIL

HELD ON 14 APRIL 2011

AT BRACKLESHAM BARN, BEECH AVENUE, BRACKLESHAM.

PRESENT: Council Members

Cllr. Rod Tranchant (Chairman) Cllr. Geoff Breeze

Cllr. John Gunning Cllr. Basil Lambert Cllr. Ray Lowe Cllr. Sylvia Main (Vice Chair) Cllr. Cedric Munday Cllr. Steven Warner

APOLOGIES FOR ABSENCE: Cllr. Joe O’Sullivan, District Councillor Peter Clementson, County Councillor Pieter Montyn, PCSO Ann Bromley and Drew Allardice (Community Warden)

IN ATTENDANCE: District Councillor Graeme Barrett

11.42 Declarations of Interest. None.

11.43 The minutes of the meeting held on 10 March 2011 were confirmed by the Council as a correct record and signed by the Chairman.

11.44 Matters arising from the last Council meeting not included on the Agenda. Upon Cllr. Lambert’s request the Clerk advised the Council that she had not had time to pursue the renewal of the equipment at Downview Playground. The Chairman confirmed that this would be discussed later in the meeting.

11.45 Public Questions. None.

11.46 Report from District Councillor Barrett

Sewage Issue

Met with Southern Water on 5th April and focussed on the system to the west of the Sidlesham Water Treatment Plant. Councillors explained the problems being experienced and the growth in the number of new connections over the past 25 years. Southern Water explained that the system can cope with the sewage capacity but it falls down when excessive ground water enters the system. They also explained their findings when they carried out an internal survey on the system to the east of the Sidlesham WTW, the Selsey branch. Problems were found and repair action was taken. However, it is not possible to overcome the ingress of surface water into the system. At the end of the meeting Southern Water agreed to conduct a system study, similar to that conducted on the Selsey branch, on the western branch next winter.

Executive Board

At the meeting on 5th April the Board:

a) approved the District Solicitor to raise an Order governing the control of dogs around the Fishbourne Channel.

b) to develop the role of Civic Warden and trial the process in Selsey later in the year/early next year.

Youth Centre

Progress is being made in continuing with the provision of Youth Services at the Witterings Youth Centre. WSCC have withdrawn the planned closure date of 31st March and agreed to staff the senior sessions through at least until September this year, albeit for one evening a week instead of two. The next stage is to encourage WSCC to bring forward the decision point for the future of the building. I have been advised that the WSCC Councillor for Fernhurst stated at a recent Parish Council meeting in Fernhurst that the process documentation for asset transfer had been approved. Also, have met with the Chief Executive of the Voluntary and Community Action Group in Chichester and collected the appropriate forms for the Club to register with their organisation.

Theft of oil. WSCC are billing the Youth Club for the recent delivery of oil. However, some 2500 litres were stolen and this is not the first occurrence. WSCC failed, after many requests, to secure the tank and under the Prevention of Crime Act they are responsible for loss financially.

Parish Council

The date for re-electing new Parish and District Councillors is fast approaching and this is the last meeting of the current 4 year period. I would like to thank the Parish Councillors for the support I have received since taking on the role some two and a half years ago. I hope to meet you all again in May.

Report from County Councillor Pieter Montyn

Puffin Crossing Consultation in Stocks Lane

Consultation opened end March and closes 21st April 2011. Signs have been posted near the proposed site and also publicised in the local paper.

Responses have been received from:

a) School – Supportive, the school have also advised parents of the consultation.

b) Police – Supportive

c) CDC Waste Collection – expressed concern about inability to drive through Wyatt Court.

d) Resident in Wyatt Court expressed the same concern as in c)

Responses awaited from:

a) Parish Council

As there have been objections the results will be discussed at the CLC on 17th May and provided objections are resolved work will be carried out during the summer holidays.

Proposed by Cllr. Chaloner, seconded by Cllr. Gunning the Parish Council agreed to support the proposal put forward by WSCC for the pelican crossing in Stocks Lane.

11.47 Finance.

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

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

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

STANDING ORDERS, DIRECT DEBITS AND PAYMENTS PREVIOUSLY APPROVED

Volwona (OakProperties) Office rent 400.00

11.47.4 On a proposal from Cllr. Breeze, seconded by Cllr. Chaloner the Council approved the following accounts totalling £28,557.03 for payment which included 31.5 hours overtime for the Clerk.

PAYMENTS FOR APPROVAL 14 APRIL 2011

Kaotic Sound and audio system BB 11,033.94

Kaotic Sound and audio system BB 11,033.94

Doug Goodman Handyman contract Mar 2011 TBC

J. Griffith Clerk’s salary Mar 2011 1,457.74

J. Griffith Clerk’s expenses Mar 2011 1,072.50

V. Argyle Office Assistance Mar 2011 360.00

Travis Perkins Handyman supplies 43.29

SALC Subscription to SALC and NALC 2011/12 1,273.96

Castle Printers Ltd Local Rag adverts Jan-June 153.20

Castle Printers Ltd Annual Parish Meeting leaflet 375.00

British Gas Downview gas 25/12/10-16/2/11 5.14

Southern Electric Downview electricity 15.62

Southern Electric Electricity Feb 2011 BB 235.46

Southern Electric Street Lighting Energy 4th quarter 2010/11 344.80

West Sussex County Council Fire Extinguisher inspections & accessories 36.42

Staples Printer and accessories for BB 126.26

Biotects ID tags for Volunteers for BB 39.60

Rainbow Supplies Hygiene items, detergents etc for BB 394.19

Tudor Catering Hire of hobs for kitchen BB 24.00

Union Transport Group Dog waste bags 275.47

BT Installation and rental Broadband line BB 128.25

BT Installation and rental Alarm line BB 128.25

The Clerk provided a breakdown of her expenses:

Date Product £

19.3.11 Camera for office 71.98

19.3.11 Keysafe for BB 30.00

19.3.11 First Aid Kit for BB 48.50

20.3.11 Laptop for BB 762.46

29.3.11 Toolkit for BB 68.72

31.3.11 3 clocks for BB 44.92

31.3.11 Bucket, mop and bin BB 12.97

1.4.11 Stationery 3.98

6.4.11 Washing up equipment for BB 5.47

8.4.11 Posting Hiring Agreements BB 4.74

14.4.11 Mileage 40 miles @ 46.9p BB 18.76

Total 1,072.50

Cllr. Lambert raised concern about the high amount of Clerk’s expenses. The Clerk reminded

the Council that it had been agreed at the last meeting that equipment items required for the

Barn would be reimbursed from the funds from the Section 106, Big Lottery and WSCC and

would not be paid from the precept.

11.48. Highways

11.48.1 Pedestrian Crossing in Stocks Lane. This was dealt with under item 11.46.

11.48.2 Street Lights.

The Parish Council inspection took place on Wednesday 13th April beginning at 20.15 and ending at 21.00. Two lights were unlit.

Roundabout Junction of Tide Way, Shalbourne Crescent and Farm Road

Column is labelled 101.

Middleton Close Un-numbered column outside House no 5 in the new properties.

One light is lit all day (24 hours) Charlmead Column number 2

The Clerk confirmed that the faults have been reported.

11.49. Election 7 May 2011.

11.49.1 The Chairman reported that there were only 8 nominations for the 11 seats on the Parish Council therefore there would not be an election. The Council is therefore required to fill the 3 vacancies by co-option within 7 weeks of the election day. The Chairman urged Councillors to canvas the Parish to find Parishioners who would be interested in taking an active part in the Council’s work and for them to contact the Clerk as soon as possible. If it is not possible to find 3 suitable applicants then the Parish will have to hold another election just for the three vacancies which is likely to cost the Parishioners a few thousand pounds.

The Chairman finished by thanking the Councillors for all the work they had done during their term in office.

11.49.2 The Chairman opened a debate to consider the working groups required in the future ready for appointments at the next meeting. It was also pointed out that the Clerk was overloaded at the current time coping with the unexpected commitments at Bracklesham Barn and that Working Groups could take on some of the research such as sourcing a suitable playground scheme for Downview and finding ways to improve Booker Green which can then be presented to the Council. (see also minute 11.50.4)

Proposed by Cllr. Breeze, seconded by Cllr. Lowe the Council agreed to the following Committees and Working Groups to be considered at the next Parish Council meeting.

Planning Committee

Bracklesham Park Committee

Working Groups: Crime Prevention

Downview Playground

Booker Green

Cllr. Main abstained until she had more information.

11.50. Bracklesham Park.

11.50.1 To receive an general update on the provision of community facilities and consider any outstanding matters from the Bracklesham Park Committee not covered below. This was moved to the last item..

11.50.2 License application – the Clerk advised that the License had been allowed with conditions. A copy of the license will be available in Bracklesham Barn. The hearing lasted from 9.30am until 3pm. Cllr. Munday confirmed that the Parish Council’s solicitor was very helpful and pointed out that he felt that it had been a wise decision to employ him as many aspects were reliant on points of law.

11.50.3 Equipment – the Clerk reported that BBCA were reluctant to assist with any items which would benefit a commercial enterprise but were considering other ways to help. The BBCA also were not keen on purchasing the large carpet squares for the hall to help with the acoustics and Diana Strange suggested investigate using the same system as Oving.

11.50.4 The Clerk reported that her workload had become too much. She pointed out that she had been unaware that when the building had been handed over to the Parish Council it would not be finished and that she would be heavily involved in sourcing, taking delivery and arranging fitting of equipment as well as attending when contractors returned to fix faults. The Clerk also reported that she felt that a better system for opening and closing the centre must be found to take the pressure off the volunteers. The Council discussed various options but agreed to give it more thought and come back to the next meeting with some firm suggestions. Meanwhile the Clerk will contact the Friends of Bracklesham Barn to find out if there is anyone that could assist her with office work during the school holidays.

11,50.5 Proposed by Cllr. Warner, seconded by Cllr. Lowe the Council agreed to grant the Caretaker £15 per month to cover travel and mobile phone expenses incurred during his voluntary work at the Barn.

11.50.6 Proposed by Cllr. Lambert, seconded by Cllr. Main the Council agreed to purchase a TV license, to register with Data Protection and purchase a PRS (Performing Rights Society license).

11.50.7 The Parish Council thanked the BBCA for volunteering to organise a Fun Day to celebrate the opening of Bracklesham Barn. The BBCA will decide the date for the Fun Day.

11.51 The Royal Wedding of Prince William and Kate Middleton, Friday 29 April 2011 at Bracklesham Barn. The BBCA will be selling tickets at £5 each from Windrush Properties in Bracklesham, The Parish Council Office and Calamity’s Café in E. Wittering.

11.52 Annual Parish Meeting 7.30pm 21 April, Bracklesham Barn. The Councillors were asked to arrive around 6.45pm to arrange the hall. Councillors Main and Chaloner volunteered to help with the refreshments.

11.53 Parish Council Office.

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

11.54 Urgent Matters

11.54.1 The Council were pleased that the very bad potholes in Longlands Road have been filled but it was not aware who filled them.

11.54.2 The Chairman advised that the annual fee for the Council’s domain name will be paid this month.

Signed______________________________Chairman Date_________________________

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

THURSDAY 19 MAY 2011 AT BRACKLESHAM BARN, BEECH AVENUE, BRACKLESHAM

Note: This is a week later than usual.

MINUTES OF THE MEETING OF THE COUNCIL

HELD ON 10 MARCH 2011 AT THE FIRE STATION, OAKFIELD ROAD.

PRESENT: Council Members

Cllr. Rod Tranchant (Chair) Cllr. Geoff Breeze

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

APOLOGIES FOR ABSENCE: Cllr. Jane Chaloner PCSO Ann Bromley and Drew Allardice (Community Warden)

IN ATTENDANCE: District Councillors Graeme Barrett and Peter Clementson,County Councillor Pieter Montyn and Mr. Bob Hutton (Chair of WW Parish Council). .

11.29 Declarations of Interest. None.

11.30 Proposed by Cllr. Breeze, seconded by Cllr. Lambert the Council agreed to amend minute 11.17 to read . He (Cllr. Montyn) is involved in Transport and its future in the County with regard to buses.The minutes of the meeting held on 10 February 2011 were then confirmed by the Council as a correct record and signed by the Chairman.

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

11.32 Public Questions. None.

11.33 Report from District Councillor Barrett

Sewage Issue

CDC met with Southern Water on 6th January 2011 where aspects of system overload were discussed. In summary, the system is just adequate under normal conditions but overload conditions are caused by infiltration from high groundwater due to porosity of the network. Unfortunately they focussed the discussion on the network covering Selsey, Highleigh and Sidlesham. A mention was made with regard problems at Bracklesham Boat Park where pump failures were the cause. They did not address the questions I put forward back in November or the information requested by CDC in September. Southern Water have agreed to have a meeting with CDC Members and Officers.

Executive Board

At the meeting on 8th March the Board discussed the Off Street Parking Order. During the discussion reference was made to designated free parking spaces for motorcycles. To my knowledge this is not the case for Northern Crescent or Bracklesham Car Parks. I have raised this with Paul Over. Also, I raised the issue of the hard standing area in the Marine Drive car park for shop workers parking.

Youth Centre

A Select Committee meeting was held today (Wednesday 9th) at County Hall to discuss the future of the Youth Service and the disposal plans for the building they plan to close. A copy of the Agenda has been sent to the Parish Office. On Friday we have a meeting with WSCC Councillor (Nigel Peters) and CDC Officers to further discuss the future of The Witterings Youth Centre.

Broadband

Recommend that EWPC encourage broadband business users to submit their comments on WSCC’s website (see County Councillor Pieter Montyn’s report below) regarding the slow Broadband speed in this area. Submissions may help towards getting a faster Broadband service in this area.

The Parish Council agreed to place notices on the noticeboard advising businesses in the area of the contact details.

Report from District Councillor Clementson

Cllr. Clementson reported that Chichester District Council had unanimously agreed its budget for 2011-12 and felt that cuts had been distributed fairly throughout the District. He added his encouragement to Cllr. Barrett and Cllr. Montyns’ advice for small businesses to register their dissatisfaction with the speed of broadband in this area,.

Report from County Councillor Pieter Montyn

Cllr. Montyn reported that a consultation document would soon be distributed to local residents regarding the proposed pedestrian crossing by the school.

Cllr.Montyn advised small businesses to register their concerns about Broadband speed on the West Sussex County Council’s website, www.westsussex.gov.uk search for Broadband to find the questionnaire. This must be completed by 28 March 2011. They would like businesses that don’t use the internet to complete a questionnaire too, so if you know of a business that doesn’t have access to the internet, please tell them that they can: pick up a paper copy of the questionnaire from their local West Sussex library or help point; or call 01243 642119 to request one. The Clerk was asked to put a notice on the noticeboard.

The Council agreed to bring the Youth Club item forward.

11.34 Youth Club

District Cllr. Barrett, who also sits on the Youth Club Committee, reported that he would be attending a meeting together with Mrs. Joyce Griffith (Chair of the Youth Club Committee) tomorrow with Deputy Portfolio Holder for the Youth Service.

Cllr. Montyn is in communication with the Portfolio Holder for the Youth Service, Mr. Peter Evans, and will report on decisions as they occur. He handed the Clerk a copy of the Select Committee minutes when it was agreed that a community asset transfer of the building to a local organisation is acceptable. The Guides have registered their interest in taking on the building and running it in a very similar way thereby ensuring theirs and the Youth Club’s future.

There is no intention to close Witterings Library in Oakfield Avenue. The budget has been cut by £1m and there are likely to be further cuts in the future but there are no plans to close the Library; it may mean that volunteers will be needed to run it.

11.35 Finance.

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

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

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

STANDING ORDERS, DIRECT DEBITS AND PAYMENTS PREVIOUSLY APPROVED

Volwona (OakProperties) Office rent 400.00

11.35.4 On a proposal from Cllr. Breeze, seconded by Cllr. O’Sullivan the following accounts totalling £8,168.66 were approved for payment.

Doug Goodman Handyman contract Feb 2011 785 440.00

J. Griffith Clerk’s salary Feb 2011 786 1,679.14

J. Griffith Clerk’s expenses Feb 2011 787 220.00

V. Argyle Office Assistance Feb 2011 788 300.00

Travis Perkins Handyman supplies 789 35.26

SALC Local Council Review 4 issues 790 15.50

ifast Ltd Fire safety equipment & risk assessment 791 948.00

Aon Insurance Annual insurance for all Parish Council property 792 1,658.99

Detect Fire and Security Ltd Supply of 20 key fobs 793 240.00

Hampshire Flag Company Union Jack Flag for village 794 45.00

East Wittering Hall Hire of hall for Xmas lights 2010

(2 sessions) 795 56.00

Access by Design Website design and maintenance 25% 796 613.20

Volwona (OakProperties) Electricity for office 797 320.88

HMRC Tax and NIC 4th quarter 798 1,596.69

11.35.5 The Clerk presented overtime hours due since December 2011 as agreed by the Parish Council (minute 11.7.6a). Proposed by Cllr. Main, seconded by Cllr. O’Sullivan the Council agreed to pay the Clerk 57 hours overtime to be included in this month’s pay which will also be reflected in the NIC/Tax submission.

11.35.6 The Clerk reported that she had taken the Parish Council camera to Sussex Cameras who had explained that it would be cheaper to buy a new camera than pay for the repair of the old one. Proposed by Cllr. Lambert, seconded by Cllr. Lowe the Council agreed to a budget of £80 for the Clerk to purchase a new camera.

11.36. Highways

11.36.1 Pedestrian Crossing in Stocks Lane. County Cllr Pieter Montyn reported that the public consultation would be sent out any day now.

11.36.2 Street Lights.

Cakeham Road/High Street Column No 7 was reported as unlit. This has been out for some time now. The Clerk has reported the fault again.

11.36.3 East Bracklesham Drive – this item was not discussed as it had been dealt with by WSCC.

11.37. Downview Public Open Space

The Clerk reported that the equipment in the playground was now in need of renewal and suggested to the Council that it considered a loan of £30,000 to get it done as soon as possible. Proposed by Cllr. Munday, seconded by Cllr. Breeze the Council agreed to ask the Clerk to investigate applying for a loan and what play equipment the Council could purchase for £50,000.

11.38. Bracklesham Park.

11.38.1 Bracklesham Park Committee advised that the Grand Opening Day would be 14 or 21 May. Further details would be forthcoming after more discussions. The Council was aware that the continuity required for the arrangements for this event could be made very difficult due to the Parish Council election on 5 May.

11.38.2 License application. The Clerk advised that the Licence Hearing was to be Monday 21 March 2011, 9.30am at Chichester District Council and all Councillors were encouraged to attend if possible. Proposed by Cllr. Warner, seconded by Cllr. Main the Council agreed to pay Blake Lapthorn £1000 + VAT to represent it at the hearing.

11.38.3 Bookings. The Clerk reported that bookings had been very busy and there was a good take up of the slots available. The programme of regular events would be kept on noticeboards and at Bracklesham Barn for those wishing to contact the relevant activities.

11.38.4 Proposed by Cllr. Main, seconded by Cllr. Lowe the Council agreed to a budget of £500 for leaflet for Bracklesham Barn and £100 for headed paper.

11.38.5 The Big Lottery – the Clerk reported that the last report was to be send to the Big Lottery in the next couple of weeks in order to receive the final payment from the fund. The Big Lottery had commented on how well the reports had been put together covering everything they required. The Clerk advised the Council that thanks was due to Ruth Wells at Chichester District Council who had done all the work.

11.38.6 Equipment – the Clerk reported that a lot of the equipment had been ordered such as furnishings, computers, sound and lighting, etc. but there was a need to prioritise purchases in order to have enough left to resurface the damaged perimeter path to enable wheeled users a safe passage a all times of the year.

After discussion it was proposed by Cllr. Breeze, seconded by Cllr. Lowe and agreed to ask the BBCA if it would be able to assist with the purchase of some of the items which were not high on the list but still be of great benefit to the community hall such as the giant carpet tiles, badminton nets and multiuse fitness mats.

11.38.7 Proposed by Cllr. Breeze, seconded by Cllr. Lambert the Council agreed to pay any agreed invoices for Bracklesham Barn which were to be refunded from the Section 106 fund.

11.39. The Royal Wedding of Prince William and Kate Middleton, Friday 29 April 2011.

The Parish Council was advised that the BBCA had volunteered to be the main organisers of this event in conjunction with the Parish Council.

11.40 Parish Council Office.

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

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

The Chairman confirmed that the Annual Parish Meeting will be held on Thursday 21 April at Bracklesham Barn. This year it will be a slightly less formal event to enable residents to enjoy an evening at the new centre and receive an update from the Chairman on events over the last year.

Signed______________________________Chairman Date_________________________

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

THURSDAY 14 APRIL 2011 AT THE FIRE STATION, OAKFIELD ROAD.