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HERSTMONCEUX PARISH COUNCILMinutes of Herstmonceux Parish Council held at 7.30pm on Monday 19th September at the Village Hall, Herstmonceux.
Present: Councillors J Angear, J Bingham, J Crittenden, J Crouch, M Goodsell, D Goldman, D Gordon, W Gower, F Preedy and J Tate.
Also present was Mr A Long, Wealden District Councillor.
Mr Goacher, the RFO and Mrs J McInnes, the clerk were in attendance.
05.94 APOLOGIES FOR ABSENCE
Apologies were received and accepted from Councillor Naish and East Sussex County Councillors, Mr Thomas and Mr Bentley.
05.95 MINUTES
The minutes of the meeting held on 18th July 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 Tate.
05.96 MATTERS ARISING FROM MINUTES
No matters arising.
09.97 TRAFFIC CALMING IN HERSTMONCEUX
Mr S Crew and Mr P Handrihan of ESCC gave a short presentation of the proposed traffic calming measures for Herstmonceux. It was confirmed that any additional lighting required by the proposals would be provided by ESCC: Herstmonceux Parish council may be willing to discuss future maintenance. Councillors agreed that all the proposals, with some minor amendments, would be put forward for public consultation early in November. Money to carry out the traffic calming will be available in ESCC’s budget 2006/7 and the project must be completed within that financial year.
05.98 FINANCIAL OFFICERS REPORT AND ACCOUNTS FOR PAYMENT
The meeting having been presented with the Payment of Account Report and accompanying vouchers, authorised expenditure totalling £5081.81 (copy attached) proposed by Councillor Bingham, seconded by Councillor Crittenden.
05.99 DECLARATIONS OF INTEREST
Councillor Goodsell Declared a Prejudicial Interest in respect of work on the Recreation Ground, the finger posts and clearing the surgery garden. Councillor Goodsell left the room whilst these items were discussed.
Application: WD/2005/2/F – Councillor Goodsell Declared an Interest as he is a friend of the applicant.
05.100 DOCTORS SURGERY
The Clerk informed the meeting that Mr May had confirmed that difficulties over the proposed rent for a new surgery have been resolved with the District Valuer. Information on the design and planning issues are expected in the near future.
05.101 QUALITY PARISH COUNCIL STATUS
Newsletter – it was resolved to have 500 copies of the Annual Report for 2005 printed commercially with a limit of £200 on printing costs, proposed by Councillor Preedy, seconded by Councillor Tate. All councillors in favour. Items to be included in the report: the Chairman’s report, annual finance report, list of councillors and committee responsibilities, remit of committees and contact details of the clerk.
Clerk’s qualification – the clerk informed the Council that she expects to complete her Cilca course by early October.
05.102 MUGA ARTIFICIAL PITCH
The following email was received from Mr Woodland of ESCC, in response to the council’s concerns at the reduction in funding for the MUGA project. Copies of the email have been sent to Councillor Thomas, ESCC and Mrs S Hunter, head teacher of Herstmonceux School.
In 2001 East Sussex LEA was awarded £3.59million as its grant allocation from the then New Opportunities PE and Sport Programme. It was decided that individual schools should be invited to apply for funding and that each application would be considered by a Selection Panel under the chairmanship of the lead Member for Education. The Panel decided that it was appropriate to classify applications within three categories – large projects (with a capital value exceeding £250k, smaller projects of less than £250 k and those deemed to be within the area of Outdoor and Adventure Activity provision. The New Opportunities Fund required LEA’s to identify a priority list of their projects with the understanding that those identified as ‘top priority projects’ must be completed first before turning to the second priority list. The East Sussex portfolio identified five school projects as the higher priority Further, the New Opportunities Fund insisted that 10 % of the total grant should be ringfenced for the provision of outdoor and adventurous activities.
The original Herstmonceux project, included within the second priority list, was for the a covered outdoor play area with safety flooring for foundation age and Key Stage 1 pupils; the intention was to erect this facility on one of the existing playground spaces. The cost of the project was estimated at £30k.
Subsequent to this, negotiations were promoted by the school and Parish Council to modify the original project, which developed the proposal for a multi-use games area on the Recreation Ground. At this time, around February 2004, it was clearly identified that the NOF allocation was still £30k and the cost estimate was £60k. The school and the Parish Council identified at this time that they could not find the additional £30k from their own funds, but HPC stated they “would be willing to work on obtaining funding from other sources”. Equally, they confirmed joint working to reduce the costs. It was hoped by the ESCC project managers at this stage that after some reductions in the scheme a rebalancing between projects would allow the allocation to Herstmonceux to be increased to about £43k, with another £7k being found locally. This scheme was then presented to NOF as the more detailed business case for Herstmonceux, with a forecast value at £50k.
Development of this project, being of lower priority, was deferred with attention being given to the more major schemes. Then, to move this project on, a specialist consultant was employed to firm up on the specification and to up-date the forecast costs. The detailed MUGA specification and its full cost of £88,264 was presented to the Big Lottery Fund for consideration of suitability against their criteria and the business plan. It received their general approval but, as the cost was significantly above the business case value discussions were held with all parties to see if items could be excluded/reduced from the specification. A reduced scheme forecast at between £58k and £66k shared with all parties and the option to omit the floodlights at a saving of £15k to further reduce costs and deal with local concerns over potential objections from residential neighbours regarding the proximity of a floodlit facility was left for later review.
Although correspondence from the Big Lottery Fund (BLF) referred to the grant of £88,264, it was always qualified that it was for ESCC project managers to manage the formal grant requests against the fixed portfolio grant of £3,589,000 and to seek approval to any reallocations against the original bid. – (BLF, it must be said, have not been helpful in discussing with HPC, details from the draft positions, and BLF have not passed the same qualifications to their comments that they give to us. The point that BLF does not envisage authorities putting entire projects at jeopardy is very relevant as it is known other authorities are having to totally withdraw some of their lower priority schemes to allow the funding to be allocated to their priority schemes to ensure those can be completed.)
However for Herstmonceux, when it became clear that the original grant bid only remained available, and that the school and HPC had not found any other external funding or had any of their own available, the scheme was revisited again to see what could be achieved for the original £30k allocation. A proposal to reduce the scheme to a tarmac area suitable for later enhancement with installation of a carpet surface and floodlighting, has been made. No further discussions have been sought or concerns raised to those involved with the project here to state that this latest pruned scheme will not be at all suitable for school or community needs.
Ian Woodland
Contracts ManagerCouncillors were extremely unhappy with this response and Councillors Bingham, Crouch and Goldman will arrange a meeting with the head teacher and school governors to discuss this matter. A report will be made at the October meeting.
05.103 QUEEN’S AWARD FOR VOLUNTARY ORGANISATIONS
After discussion it was agreed to nominate the Merrie Harriers Bonfire Society for this award. Councillor Gordon will co-ordinate the application.
05.104 CLERK’S REPORTS – part one
Correspondence
1. Wealden Citizens Advice – details of Open day at Kings Church Hall, Uckfield on 17.09.05.
2. Action in Rural Sussex – informing the Council that Herstmonceux has been named as runner up in the Village of the Year Competition. Councillor Goldman has been invited to attend a meeting on 18.11.05 to receive the prize and certificate. Clerk will contact all representatives of organisations who attended judging in August, after 18th November.
3. Action in Rural Sussex – details of Rural Housing Conference from 10 – 4pm at The Hawth, Crawley on 12.10.05.
4. Cuckmere and Sussex Havens Flood Management Plan – informing the Council that the notes of the meeting of 18.07.05 and details of the objectives are available on line. A draft plan will be developed over the next few months and there will be a public consultation period.
5. Mr Creasey informing the Council that Herstmonceux has been awarded the Silver Award in the South and South East in Bloom Awards. The individual awards will be made at the October Council Meeting.
6. Wealden Federation of Voluntary Organisations – details of information event at All Saints Church Hall, Chapel Green, Crowborough from 9.30 -1.30 on 21.09.05.
7. SALC – information on Councillor Training Event 28 -30 October 2005.
8. SALC summer newsletter. Copied to Councillor Goldman.
9. South East Regional Assembly – update on South East Plan.
10. ESCC – leaflet promoting involvement of older people improving public services in East Sussex.
11. ESCC – details of Freedom and Pathfinder travel assistance schemes for students in further education.
12. ESCC Community Fund information. Copied to Councillors Goldman and Naish and Mr D Creasey, Neighbourhood Watch Coordinator. Report circulated to all councillors.
13. Defra – consultation on the Rural, Social and Community Programme – comments by 13.10.05. The Council declined to comment on this consultation document.
14. Trafalgar Weekend 21 -23 October 2005 – details of national events.
15. WDC Affordable Housing – update. Circulated to all councillors.
16. WDC – Review of Parish Boundaries and Parish Electoral Arrangements – copy of WDC’s final recommendations.
17. WDC informing Mr Baker that WDC would raise objections to the felling of a yew at 2 Chestnut Close, Herstmonceux. Copied to Councillor Goodsell.
18. WDC – re Licensing Act 2003 asking for comments on changes to Temporary Events Notices. Comments by 5.10.05. Copied to Village Hall Committee.
19. WDC Forward Plan of Key decisions.
20. WDC – details of WDC information kiosks. Clerk to contact Mr Warburton for more information.
21. Inspector R Matthews, Sussex Police – update on policing in Wealden.
22. Mr M Crawley, Neighbourhood Watch – thanking the Council for shutting the gate to the Recreation Ground permanently as this has helped in reducing problems. He also notes that residents of park View are unhappy about the proposed all-weather pitch on the Recreation Ground as asks if it could be relocated.
23. East Sussex Fire and Rescue Service Best Value Performance Plan 2004/5.
24. Ms Developments – noting that Dukes Estate Agents has a For Sale board on Village Green and enquiring whether it is available for building? I have contacted Dukes and asked them to move the board closer to property for sale and responded to Mr Skilton of MS Developments.
25. ESCC- East Sussex and Brighton and Hove Waste Local Plan – informing councillors that a summary of the representations of the public consultation is available at Council Offices and on line at www.eastsussexcc.gov.uk.
26. ESCC – Construction and demolition Waste Planning Document – available at Council offices or at www.brighton-hove.gov.uk/index.cfm?request=a800 Comments by 30.09.05. Noted.
27. ESCC Community Safety in Rural East Sussex – invoice for recent safety measures installed in area. Forwarded to RFO.
28. ESCC – Street Lighting Management Agreement – informing the Council that the maintenance contract for street lighting has been awarded to Colas Ltd.
29. Local Works – Campaign for the Sustainable Communities Bill – asking the Council to support the campaign.
Clerk’s Report for meeting on 19th September 2005 – part two
Correspondence
1. ESCC re street lighting in Herstmonceux. Details of the replacement lighting column in Fiennes Road.
2. ESCC asking if the Council wishes to be involved in the preparation of Local Development Documents and its determination of planning applications. Questionnaire to complete. Referred to Planning committee Meeting 12.10.5.
3. ESCC – Consultation on new homes for East Sussex 2006 -2026. Response by 31.10.5. Councillor Preedy will report on document at October meeting.
4. Ms Jones and Mr Parsons expressing their concerns about the siting of the all-weather pitch on the Recreation Ground.
5. WALC – agenda for meeting on 21.09.05 and minutes of meeting held on 18.05.05. Copied to Councillors Goldman and Gordon.
6. Mr White, Town and Country Housing – details of timescale of work to be carried out at Trug Shop site.
7. WDC Housing - details of timescale of work to be carried out at Trug shop site.
8. AiRS – details of Community Leadership Project, a support and mentoring service for individuals and community groups.
9. Sussex Lowland Search and Rescue – appeal for donations. Referred to October F & G P.
10. Mrs Kinnison Bourke – thanking the Council for the meeting in support of the Village competition.
11. Mr Webster – expressing concern at the litter on the Recreation Ground and the speed of the traffic through the village. The Clerk will contact him with information about the new arrangements for litter clearing on Recreation Ground and the proposed traffic calming measures.
2. CPRE – programme for the planning training at Heathfield community Centre on 18.10.05.
Circulation
1. Clerks and Councils Direct.
2. Wicktead Leisure leaflet.
3. Betre newsletter.
4. The Meresman.
5. Policing Sussex.
6. Local Council Review.
7. ServicePoint – document management.
05.105 REPORTS
Planning
Councillors noted the comments of the planning committee.
Footpaths
No report.
School governor
Report circulated to all councillors.
Village Hall
No report.
Wealden Association of Local Councils
No meeting.
Neighbourhood Watch
Report circulated. Councillor Long informed the council that there had been problems in Warbleton with anti social behaviour and arrests had been made.
Councillor Gower informed the Council that he no longer allowed young people to meet on his land as there had been problems with noise and litter. He was thanked for trying to help local young people.
Herstmonceux Castle
No report.
Tree Warden
Nothing to report.
Emergency Plan
Report of Emergency Planning exercise and amended Emergency Plan was circulated to all councillors in September. It was agreed accept the report, proposed by Councillor Preedy and seconded by Councillor Crouch. All councillors in favour. The clerk will thank Mr McInnes for the report.
Ground Committee
The dog bin has been relocated on Twitten path.
Mr Miller has informed the Ground Convenor that he will continue to clear litter from the recreation ground voluntarily. However, Councillor Crouch proposed that Mr Miller should be paid £50 per quarter, seconded by Councillor Preedy. All councillors in favour. Mr Miller has also informed Councillor Crouch that there appears to be some confusion with WDC about locking the public conveniences in Herstmonceux on Sundays. Mr Goacher will contact the appropriate department at WDC and report to the next meeting.
Wheelie bin – the new small bin has not arrived. It appears that the bin from the village hall has been exchanged by mistake; Mr Goacher will investigate this matter.
Green gate to recreation ground – it was proposed that this gate should remain locked for another month. All councillors in favour.
Street Lighting
Report circulated to all councillors.
Highways and Traffic
Fingerpost at junction of Victoria Road is lopsided.
Pothole at Stunts Green near entrance to Danns Farm.
Cowbeech Hill – large hole.
Higham Hill – large hole.
Herstmonceux sign from Bexhill direction is in poor state – the clerk will contact Mr Crew re new sign.
Youth and Young People
Report circulated to all councillors.
Information Centre
Reverend B Osborne will be moving from the village in the near future and there will be a number of changes at the Information Centre.
South East in Bloom
No report. Presentation of individual awards will be made at October meeting.
ESCC Councillor
No report.
WDC Councillor
No report.
F & G P
Minutes circulated to all councillors.
Community Bid – a report was circulated to all councillors. Councillor Goldman will submit a bid as outlined in the report and is willing to serve on a working group if the bid is successful.
05.106 AGENDA
Committee requests for items to be included in Estimates.
Chairman………………………………… Date……………………..
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