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HERSTMONCEUX PARISH COUNCIL

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Minutes of Herstmonceux Parish Council held at 7.30pm on Monday 18 April 2005 at the Village Hall, Herstmonceux.

Present: Councillors J Angear, J H Bingham, J Crittenden, J Crouch, D Goldman, M Goodsell, D Gordon, W Gower, B Naish, F Preedy and J Tate.

Also present were six members of the public.

Mr S Goacher, the Responsible Financial Officer and Mrs J McInnes, the clerk were in attendance.

05.26 APOLOGIES FOR ABSENCE

Mr R Thomas, East Sussex County Councillor, who was attending Hooe Parish Council’s Annual Parish Meeting.

05.27 MINUTES

The minutes of the meeting held on 21st March 2005 have been circulated.

It was then resolved that the minutes be approved, adopted and signed as the correct record, proposed by Councillor Crouch, seconded by Councillor Bingham.

05.27 MATTERS ARISING FROM MINUTES

04.177 F & G P Report – reference the speed limit in Cowbeech. A letter has been sent but no formal response has been received.

05.24 reference the meeting to discuss the NALC report in respect of the lease between the Parish Council and the Village Hall – the meeting was postponed due the Councillor Goldman’s ill health. A report will be presented to councillors at the May meeting.

05.28 FINANCIAL OFFICERS REPORT AND ACCOUNTS FOR PAYMENT

The meeting having been presented with the Payment of Account Report and accompanying vouchers, authorised expenditure totalling £1970.07 (copy attached) proposed by Councillor Bingham, seconded by Councillor Goodsell.

A Statement of Account for January to March 2005 was circulated to all councillors.

Councillor Goldman authorised repairs on the vandalised surgery window.

Councillor Bingham authorised repairs on the bus shelter.

The clerk presented details of the new computer and printer for the office, cost £1098.46. It was proposed by Councillor Preedy, seconded by Councillor Tate that the clerk could order the computer. All councillors in favour. The clerk also requested that the office be provided with broadband facility, the charges from BT would be approximately £27 per month in addition to normal telephone charges. It was proposed by Councillor Preedy, seconded by Councillor Bingham that the clerk should investigate other suppliers and bring details of charges back to the Council for their consideration. All councillors in favour.

05.29 DECLARATIONS OF INTEREST

Councillor Goodsell Declared an Interest in respect of work on Recreation Ground and a Prejudicial Interest in planning applications WD/05/0602/RM Land at Lime End Farm, Church Road, Herstmonceux and WD/05/066/F Alberts Wood, Joes Lane, Windmill Hill – he has business interests with the owners.

Councillor Tate – Declared a Prejudicial Interest in planning application WD/05/0602/RM Land at Lime End Farm, Church Road, Herstmonceux – he has business interests with the owner.

Councillor Gower - Declared a Prejudicial Interest in planning application WD/05/0602/RM Land at Lime End Farm, Church Road, Herstmonceux – he has business interests with the owner.

Councillor Crouch - Declared an Interest in planning application WD/05/0602/RM Land at Lime End Farm, Church Road, Herstmonceux – he is a neighbour.

Councillor Goldman - Declared a Prejudicial Interest in planning application WD/04/2822/F as she is a personal friend of the applicant. Councillor Goldman left the room whilst this application was discussed.

Councillor Crittenden - Declared a Prejudicial Interest in planning application WD/04/2822/F as she is a personal friend of the applicant. Councillor Crittenden left the room whilst this application was discussed.

05.30 PLANNING MATTERS

Application: WD/05/0602/RM
Applicant: J C Ford & H J Ford
Location: Land at Lime End Farm, Church Road, Herstmonceux.
Description: Pair of semi-detached agricultural dwellings and garages.
Parish Council Comments to Wealden District Council: The Council wishes to make the following comments:

  • The proposed development is set too far back into the field; the dwellings should be closer to the road.
  • The Council expresses concern at the size of the garages, which could be included in to the dwellings at a later date.
  • The proposed cattle track should be resited to the rear of the proposed dwellings.

Application: WD/05/0616/F
Applicant: Mr P W Benians
Location: Broadacres, Cowbeech.
Description: Erection of detached garage and new windows to house front and side.
Parish Council Comments to Wealden District Council: No objection.

Application: WD/05/0423/F
Applicant: Mr A Wickens
Location: Upper Bemzells Farmhouse, Bemzells Lane, Cowbeech.
Description: To build a single-storey tractor and implement shed.
Parish Council Comments to Wealden District Council: No objection.

Application: WD/05/0587/LB
Applicant: Mr and Mrs S Willliams
Location: Higham House, Gardner Street, Herstmonceux.
Description: Replace existing porch to rear of property with hardwood conservatory.
Parish Council Comments to Wealden District Council: No objection.

Application: WD/05/0561/F
Applicant: Mr and Mrs A Webster
Location: Nash’s, Chapel Row, Herstmonceux.
Description: Erection of new extension and formation of dormer.
Parish Council Comments to Wealden District Council: No objection, the Council would prefer to see clay tiles and obscured glass in the dormer.

Application: WD/05/0544/F
Applicant: The Vicar, Church Wardens and PCC
Location: All Saints Church, Herstmonceux
Description: South aisle porch to form tearoom and accessible facilities, relocation of oil tank and new cesspool tank.
Parish Council Comments to Wealden District Council: No objection to the improvements to the church but the Council is concerned that the toilet opens into the kitchen area.

Application: WD/05/0741/F
Applicant: Mr G McBurney
Location: Hampton House, Victoria Road, Windmill Hill.
Description: Front entrance porch.
Parish Council Comments to Wealden District Council: No objection.

Application: WD/05.0743/F
Applicant: Mrs Jarrett
Location: 1 Elm Cottages, Windmill Hill.
Description: Dormer to front.
Parish Council Comments to Wealden District Council: No objection.

Application: WD/04/2621/F
Applicant: Mr and Mrs Hobden
Location: Littlewood Farm, Carters Corner, Cowbeech.
Description: Amended description – change of use for ménage and change of use of agricultural building to stables (2 private use, 3 DIY use) and associated fencing and parking.
Parish Council Comments to Wealden District Council: The Council is concerned at the amended proposal:

  • The change of use of three stables for DIY livery use will generate more traffic onto a busy, fast road.
  • There is no traffic splay from the development onto the highway.
  • The proposed development is very close the neighbouring property.

Application: WD/05/066/F
Applicant: Mr Ainslie
Location: Alberts Wood, Joes Lane, Windmill Hill.
Description: Discreet siting of 40 ISO containers as individual storage units.
Parish Council Comments to Wealden District Council: The council strongly objects to this application:

  • It is not an appropriate development in a woodland site in an area of AONB.
  • The entrance to the site is on an S bend on an already busy road.
  • The increase in traffic would be dangerous to residents in Victoria Road and Joes Lane.

Planning Consents – Notification from Wealden District Council

  1. WD/04/3170/FE Brent Farm, Lower Road, Magham Down - Renewal of planning permission WD/02/2431/FR or retention of caravan for occupation by the applicants and their twelve year old daughter. Mrs Fuller is disabled. Mr Fuller is an agricultural worker who also raises stock on their land.

Correspondence

  1. Email from Mr Morris reference planning application for Woodcote Farm.
  2. Rocks Nursery, Victoria Road, Windmill Hill - decision of appeal to the Planning Inspectorate – the appeal is dismissed and the Enforcement Notices upheld.

It was proposed by Councillor Preedy to accept the recommendations of the Planning Committee, seconded by Councillor Crouch. All councillors in favour.

Reference planning application WD/04/2822/F Woodcote Farm Cowbeech - the following comments were sent to WDC on 1.03.05:

The Parish Council supports this application but wish the following concerns to be noted:

  • There should be screening of the car park, toilet block and entrance road between the site and the neighbouring property.
  • The units should only work during normal daytime business hours and there should be no weekend working at the site.
  • Concerns from local residents about the traffic movements should be noted.
  • The Parish Council requests that this proposal does not set a precedent to the development of other sites in the area.

However, it was brought to the attention of the Council that there could be material considerations of which they were not aware at the time of their considerations. It was proposed by Councillor Preedy, seconded by Councillor Tate that the comments in respect of this application should be withdrawn and more information sought. All councillors in favour.

The following comments will be forwarded to WDC withdrawing the original comments:

the Parish Council wishes to withdraw its comments on application WD/04/2822/F as it has been informed that there may be material considerations of which they were not aware when this application was discussed. The Parish Council will await written confirmation of these material considerations before reviewing the application again.

Councillor Gordon informed the Council that a large number of residents in Cowbeech were extremely concerned about this application.

05.31 DOCTORS SURGERY

A confidential report was presented by Mr Gwynne of Design Services in respect of the contracting for the proposed extension of the surgery. Members of the public were asked to leave the room whilst this presentation was given by Mr Gwynne.

Councilllors were in favour of the proposed contracts, proposed by Councillor Crouch, seconded by Councillor Naish. Mr Gwynne will progress the matter and suggested that it will take approximately three months to set up the contract/design team and obtain planning permission.

The RFO informed Mr Gwynne that the proposed extension must come within the £250,000 budget already agreed with the Primary Care Trust (PCT), as the rent from the PCT will cover the cost of the loan. The Council has obtained the necessary application forms for Borrowing Approval, but it clearly states that we cannot proceed with this until all negotiations have been completed and all other consents (planning applications) have been obtained. Such formal authority to borrow should take approximately 14 days from application, and will be valid for six months from the date of issue, or if issued in the second half of the financial year, until the end of the financial year.

05.32 PARISH PLAN

Report from Parish Plan Working Group under 05.39.

05.33 QUALITY PARISH COUNCIL STATUS

Nothing to report.

05.34 ANNUAL REVIEW OF STANDING ORDERS

The following changes were proposed to the Standing Orders made on 17.05.82 amended May 2004.

2(b) – in other years on the third Monday in May.
16(i) – to receive and consider reports from officers of the Council, preferably written.
16(j) - to receive and consider reports and minutes of committees and advisory committee, preferably written.
41.2(f) – representatives to outside bodies will be appointed at the Annual Meeting.
41.2(g) – Councillors with special responsibilities for Highways and Traffic, Street Lighting, Children and Young People will be appointed at the Annual Meeting. Reports to be made as appropriate.
41.5 – add the following sentence – In an emergency, for sums beyond this, the approval of the chairman of the Council and RFO should be sought.
41.6 – East Sussex County Councillor and Wealden District Councillor will be given the opportunity to speak in the report section of Council Meetings.
73.1 – number to 73 and change to; the clerk shall, as soon as it is received keep a record of the planning applications notified to the council and refer to the Chairman of the planning committee as soon as practicable.
73.2 – delete.

05.35 REVIEW OF REMIT OF COMMITTEES

The Council discussed the possibility of giving delegated powers to the planning committee. No decision was taken on this matter and discussion on the remit of the other committees was postponed until the May Council Meeting.

05.36 BUS SHELTERS AND SIGNS IN PARISH

This item was postponed until the May Council Meeting.

05.37 ALL WEATHER PITCH ON RECREATION GROUND

The following report was circulated to all councillors. Council comments and decisions are indicated in bold, italic and underlined.

1 We have received confirmation of the award of £88,264 to ESCC from the New Opportunities Fund (NOF) for a multi-use court (MUGA). Cllrs. Bingham, Crouch and myself met with the headmistress (Mrs S Hunter), Clare Jones (ESCC Area Grounds Manager) and Ian Woodland (ESCC Education Dept) on 10.03.05 to progress matters.

2 Issues raised included the following:

  • during the 15 year commitment to the project, success in reaching the targets of the development plan will be monitored by NOF. The methods of doing this are not yet detailed but may include an annual report. (If this requires precise data collection — which is unlikely — it would have implications for the job description and wage of the booking clerk.) We agreed that members of the Ground Committee would study the development plan in detail and report back to ESCC if there were any elements which they were uncomfortable as some negotiation may be still be possible. (Copies have been circulated to the Ground Committee.)
  • if well maintained, the synthetic turf surface is expected to have a life of some 15 years. As its replacement will cost over £14,000, the Council will need to set money aside annually for this. However, the level below the turf could be exposed and provide an adequate surface.
  • a third matter with financial implications is the court’s specialist annual cleaning which may cost in the region of £500.
  • a fourth financial concern was shared maintenance costs. It was agreed that this would continue to be the subject of discussions with the school.

NB it is expected that fees will be charged for the use of the court. Copies of the projected budget have been circulated to the Ground Committee.

  • as ESCC is the recipient of the grant but does not own the land, NOF may require a formal undertaking of co-operation from the PC, perhaps even our granting ESCC a 15 year lease. To ensure that any agreement is worded appropriately we agreed to look out the original deeds.

The school is investigating the title to the land and will contact the Council when investigations are complete.

  • the MUGA could be completely installed by the end of the summer. This will in turn mean that potential community users need to be identified formally and we agreed to contact them for statements of commitment to use. (It is envisaged that these groups will form the basis of the consultative group described in the original bid.)
  • ESCC agreed to provide us with copies of the construction schedule, the publicity pack, the map of the court and the latest costings.

These have not yet been supplied to council. Clerk will contact Mr Woodland.

  • as the party responsible for the management of the MUGA, we began to identify practical matters which will require clarification: eg, assuming there is flood lighting and thus evening events, who will lock up?

3 Cllrs Crouch and Bingham visited the ground with Ian Woodland to ascertain [a] whether the MUGA might be moved further away from the fence thus minimising nuisance to neighbours and [b] where the spoil from the construction might be distributed (Cllr Crouch to report).

The school were totally opposed to the relocation of the site.

4 One important matter remains and due to the shortness of the PC meeting I propose that we defer a decision until the April PC meeting (this will delay matters somewhat but not seriously). ESCC has left how to proceed with flood-lighting to the PC as the school has indicated that it will not want to use the court after dusk. Cabling will be installed during construction, but should we agree to erect flood lights at the same time? Two ways forward are possible:

[a] we ask NOF not to install the lights at this time, arguing that we need a couple of years to built up a demand for evening use and also that there is local opposition. The drawback to this approach is that we may be expected to install lighting at our own cost (some £14,000) in later years.

[b] we go ahead and install floodlighting now. This will require planning permission (because of the height of the columns) and we would need to be able to indicate the distribution of the soil on site. It would give the protestors the opportunity to register their objections. This process could delay matters by several weeks.

It was resolved by a majority decision to request the postponement of the installation of lighting until a later date. The clerk will request Mr Woodland to forward this request to the New Opportunities Fund.

It was proposed as a general policy to require restrictions on the time of use of the facility; Monday to Friday 8pm, Saturday 6pm and Sunday 5pm. This proposal was agreed by a majority of councillors.

In the time allowed for public participation Mr Earl spoke on behalf of four residents of Park View expressing concern at the development of an all-weather pitch on the Recreation Ground. The following points were of particular concern to the residents:

  • The legal title to the land.
  • The positioning of the pitch – Mr and Mrs Earl are extremely unhappy that the pitch adjoins their land and request that it should be relocated to the other side of the Recreation Ground.
  • The requirement for planning permission.
  • The need for lighting and the type of lighting – the residents were strongly opposed to any floodlighting at the site.
  • The parameters for letting, time and type – the residents consider that there should be strict guidelines on the times and type of activity allowed at the site. They are particularly concerned about five a side football and considered that this should take place on the football field.
  • The management and security of the facility.

The Chairman thanked the residents for their comments.

05.38 CLERK’S REPORT – part one

Correspondence

  1. Mr and Mrs Earl and Mr and Mrs McNally requesting that the management of the proposed all-weather pitch on the Recreation Ground be discussed at the next Council Meeting. They have been informed that this is an agenda item for the meeting on 18.04.05.
  2. Wastewater Treatment Works in Herstmonceux and Windmill Hill – work will be carried out between July 2005 and February 2006.
  3. Mr Goodman, Chairman of the Friends of Herstmonceux School requesting permission to use the Recreation Ground for a fete on Saturday 9th July 2005. Permission granted, Mr Crouch will contact Mr Goodman. It was noted that potential users of the Recreation Ground must apply in good time as it can cause problems for the cricket club in rescheduling matches.
  4. Hailsham Police – response from PCSO Ben Stevens in response to resident’s report of a car obstructing the path at Windmill Hill. A copy of the letter has been sent to the resident.
  5. Sussex Police/Safer Wealden Partnership – details of public meeting on 26.04.05. Details passed on to Mr Creasey, Neighbourhood Watch Co-ordinator.
  6. Local Strategic Partnership details of a networking event to be held at Uckfield Civic Centre on 13.05.05.
  7. Defra – details of funds available to Quality Councils.
  8. Southern Water details of Pond Warden scheme.
  9. CPRE asking parish councils to respond to draft South East Plan.
  10. JAKK quotation for work on fingerpost at Cowbeech Hill. It was proposed by Councillor Preedy, seconded by Councillor Tate to accept this quote. All councillors in favour.
  11. WDC agenda for meeting on 22.03.05.
  12. WDC informing the Council that the amount that can be spent under LGA 1972 s137 is £5.30.
  13. WDC details of review of Parish Boundaries and Electoral arrangements.
  14. Mr Fullwood – update on the HOPE project.
  15. WDC details of Village Shop diversification study.
  16. WDC Planning and Environment newsletter.
  17. WDC agenda and reports for meeting on 13.04.05.
  18. ESCC confirmation that the land at Denefield Estate, Herstmonceux has been registered as Village Green. Clerk will contact Mr Elliot who proved the background information for this application.
  19. ESCC – details of road closure of Under Road, Herstmonceux from 3.05.05 for two weeks.
  20. Mr Frost confirming that he is available to carry out the year-end audit this year.
  21. SALC update on services provided by SALC.

Circulation

  1. Wickstead Leisure equipment.
  2. Details of FWAG workshops.
  3. Wealden Market Towns newsletter.
  4. Wealden Business.

CLERK’S REPORT - Part two

Correspondence

  1. Wealden Federation of Voluntary Organisations – details of an Older Peoples Event on 1.06.05 at Heathfield Community Centre, Sheepsetting Lane, Heathfield and a working group planning meeting on 21.04.05.
  2. Mr L Keeley – letter expressing concern about the speed of traffic in James Avenue and Fairfield.
  3. Mrs Pead, 24 Fairfield, Herstmonceux – expressing concern at the speed of traffic using Fairfield and James Avenue. She has obtained slow down notices from ESCC highways which she has put up at the end of James Avenue and Fairfield.

Circulation

  1. Farming and Wildlife Conservation.

05.39 REPORTS

Finance and General Purpose – attached [not attached to website copy: apply to Parish Clerk]. Comments noted. The outstanding items; Code of Conduct Consultation, Hidden Britain project and proposal for cluster councils from Hellingly will be discussed at F & G P Meeting in May.

Footpaths – reference the Trolliloes BOAT

The council was contacted by Mr. Young of Hazeldene, Stunts Green, regarding a letter he received from the Land Registry. It was concerning a minor change to the boundary of his garden. However his concern and reason for contacting the Parish Council was that the plan did not show Trolliloes Lane that runs along the bottom of his garden and he was concerned that it had been moved without his knowledge. Note, the application to re-route this byway last year. I contacted Fay Pattinson at ESCC Right of Way and Countryside Management who wrote to Mr. Young to confirm that there had not been any change to the position or status of the lane.

I also brought to the attention of Fay Pattinson the slightly unsafe condition of the footbridge that crosses Nunningham Stream at the bottom of Nunningham Farm. She assured me the matter would be looked into.

The kissing gate between the Recreation Ground and Chapel Row is in a poor state of repair. The gate is owned by Mr and Mrs Watson who will replace it with a stile if they repair it at their expense. They are happy for the Council to repair the kissing gate. It was proposed by Councillor Crittenden, seconded by Councillor Gower, that the Council should repair the gate. All councillors in favour.

The stile near to the garage site in Cowbeech is still too high. Clerk to write to owners.

School Governor – no report, next meeting 19.04.05.

Village Hall – no report.

Wealden Association of Local Councils – no meeting.

Neighbourhood Watch – report attached. [not attached to website copy: apply to Parish Clerk or see www.hnw.org.uk]

Herstmonceux Castle Liaison – no report.

Tree Warden – no report.

Ground Committee –

Plastic waste bin [belonging to the school?] has been smashed and scattered over the skate park.
There is some graffiti on the skate park.
The large wheelie bin has been emptied [hooray]
The waste bin nearest the playground is broken and needs to be replaced before waste Collection?
The Bowls Club has requested that if the fence of the old playground is to be dumped they would like it.
Any news on who is responsible for litter on the path?
Concrete seat to be replaced and /or seal in memory of Andy Sinden.
R-0.S.P.A recommendations in hand [next inspection due in June?].
There is a lot of litter to be collected and the skate park needs to be swept. Should we consider a community litter day and also a regular arrangement for litter collection?

Ground sub-committee – report attached – see minute 05.37 all-weather pitch at Recreation Ground.

Street Lighting – one light out at Timberyard Cottages, Gardner Street – this was replaced with an orange lens, although a white lens was requested. No response has been received to request for other orange lenses to be changed to white ones.

Update - Councillor Bingham has been informed that some of the orange lenses will be changed on 19.04.05. A meeting to discuss the second stage of the replacement of lighting columns will be held on 20.04.05

Highways – no problems reported.

Emergency Plan – attached [not attached to website copy: apply to Parish Clerk]. This report will be discussed at the May Council Meeting.

Parish Plan Working Group –The group met on 5 April 05 and agreed the following principles:

  • its function would be to oversee the implementation of the Parish Plan, not to implement it.
  • it would not need to meet on a regular basis.
  • it would deal in particular with the recommendations of the Parish Plan while maintaining an oversight that its principles were being carried out.

It makesakes the following recommendations to the PC:

1 Traffic: nothing needs to be done beyond overseeing that developments already initiated are carried out. (Should the clerk write to ESCC Highways asking for an update on the traffic calming plans?) The Council agreed with this proposal.

2 Planning: nothing needs to be done beyond overseeing that developments already initiated are carried out.

3 Communications: with regard to making information about the PC’s activities and its website better known, nothing needs to be done beyond overseeing that developments already initiated are carried out

However, we have lost the volunteer who offered to take on the task of producing a publication including footpaths, walks and local attractions. Do any Councillors have a suggestion as to someone who might be approached? It is proposed that an item be inserted in the PC’s section of the Parish News and in the Parish Pump asking for volunteers. Should we approach Dianne Town herself? Councillor Gordon will contact Mrs Town and report to next Council Meeting.

4 Children and Young People: nothing needs to be done beyond overseeing that developments already initiated are carried out.

5 The Environment: it is proposed that:

  • two extra dog bins be installed at the sites suggested.
  • the Clerk contact the dog warden with regard to circulating leaflets including information about the warden’s duties, dog owners’ responsibilities and complaint procedures. Agreed.
  • the Clerk contact WDC Cleansing Department to enquire when we will know if additional funds have been voted for road cleansing. Agreed.
  • Cllr Bingham continues to update the PC about the lighting on the recreation ground twitten and the scout hut approach be sought. (Is there a case for additional lighting?)
  • all councillors are asked to report at the May meeting all the signs in the parish that they feel need improving. (Already identified are the ones in the village showing "Parking" and "Recreation Ground", and the one in Cowbeech pointing to Rushlake Green) and that when we have a list, we go ahead and authorise their replacement (if it is our responsibility) or ask the Clerk to request their replacement/cleaning from the appropriate authority.

6 Crime: By and large, nothing needs to be done beyond overseeing that developments already initiated are carried out. However, we recommend that the Clerk check with the Police Authority

  • that the means of consultation outlined in recent policy documents are being carried out.
  • that they are fully aware that Derek Creasey is acting for the Parish Council. Clerk has already notified Police.
  • whether recent reports as to the reduction in the number of CSOs refers to this area. Mr Creasey will bring this matter up at the meeting on 26.04.05

7 Health Nothing needs to be done immediately beyond overseeing that developments already initiated are carried out. (Should the Clerk write to the PCT asking for a timetabled schedule?) Matter in hand see agenda item 05.31.

However, it would be sensible to begin thinking about possible new sites for the recycling bins.

Youth Day – Mr Gordon informed the Council that Youth Information Day will be held at the Village Hall from 10 – 3pm on 18.06.05. More details will be available at the next Council Meeting.

05.40 AGENDA

Review of Standing Orders.

Consideration of remit of committees.

Review of the condition of bus shelters and signs in the parish.

It was agreed that the Council Meeting on 16.05.05 will start at 7pm

signed_________________     date______________

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