SPC logoAnnual Meeting Minutes

The Annual Meeting of the Parish Council held on Tuesday 19th May 2015
at 18:00
in Committee Room 2 of Sedlescombe Village Hall

All minute numbers are preceded by C15/16

Cllrs. Anson, Brister, Chapman, Glew, Fraser and Parsons.
Clerk/RFO Mrs. Carol Hodgson

Also present: County Cllr. Angharad Davies (first part), District Cllr. Tony Ganly (last part) and one member of the public.

The following was invited to speak:

PCSO Demetrius Georghiou reported:
Latest incidents. There had been a house fire in the Village. Criminal damage to Tanyard Cottages. Complaints that children had been frightening cattle at Brede Barn Farm. An attempted break in at Sandrock Hill. A cold caller report which was unfortunately received 2 weeks after the incident - these must be reported in straight away.
(It was noted that Demi was attending on his day off)

County Cllr. Angharad Davies reported:
ESCC's Full Council had held their first meeting since the May elections. They spoke of the sad loss of Jeremy Birch and his contribution to local government. Cabinet priorities for the year were debated with ESCC still having to save between £70m and £90m over the next few years. 80 potholes have been repaired over the last week. There is a lot of proposed resurfacing of roads which has been postponed due to the weather but these will be rescheduled and carried out. Cllr. Davies is part of 'East Sussex Better Together' - a GP lead programme which has been launched to transform Health and Social Care services in the county.

Annual Business in accordance with Standing Orders(3j).

Cllr. Vine-Hall was unable to attend the meeting. In his absence The Clerk opened the meeting.

13 Election of Chairman for the ensuing year and to receive their declaration of acceptance of Office.
The Clerk invited nominations for the position of Chairman of the Council. Cllr. Vine-Hall had previously notified The Clerk and Cllr. Glew that he would like to stand for Chairman.
RESOLVED: Cllr. Jonathan Vine-Hall was nominated by Cllr. Glew and seconded by Cllr. Parsons and was elected unopposed. The Clerk will obtain Cllr. Vine-Hall's signed 'Declaration of Acceptance of Office'.

14 Election of new Council, to receive their declaration of acceptance of Office and if chosen, consent to receive summons electronically.
Consent forms to receive summons electronically had so far been received from Cllrs. Brister, Chapman and Fraser.
RESOLVED: All Councillors present signed their 'Declaration of Acceptance of Office' which was then countersigned by the Clerk, as Proper Officer.

15 To receive Register of Members’ Interest Forms for all Councillors.
The Clerk had been advised by Rother DC Democratic Services that Members re-elected to office and/or remained as uncontested only needed to advise of any changes to their registrable interests that are not already recorded.

16 Election of Vice-Chairman for the ensuing year.
The Clerk invited nominations for the position of Vice-Chairman of the Council.
RESOLVED: Cllr. Pauline Glew was nominated by Cllr. Brister and seconded by Cllr. Chapman and was elected unopposed.

Cllr. Glew took the Chair and started the meeting.

17 Apologies
Cllr. Vine-Hall and Susan Walton - Chief Executive at Pestalozzi.

18 Public participation session re matters on the agenda at the Chairman's discretion.
Cllr. Glew invited those present to speak. No requests were received from the Member of the public.

19 Members to declare any interests they may have in agenda items that accord with the adopted Code of Conduct. (N.B. this does not preclude any later declarations)
None received.

20 To consider requests received in writing from Parish Councillors for dispensation to speak regarding their pecuniary interests. (NB. All previous requests have now expired)
Members would forward any requests to The Clerk and considered at the next meeting.

21 Confirmation of the accuracy of the minutes of the Full Council meeting held on 21-Apr-15
RESOLVED: That the Chairman is authorised to sign the minutes of the full Council meeting held on 21-Apr-15.

22 Approval of Minutes of the following meetings:

23 To review the delegation arrangements to Committees, Sub-Committees, employees and other local authorities
Delegation to Committees as shown in each Terms of Reference. Delegated Authority Policy 25/03/14
RESOLVED: Delegation to Committees as shown in their Terms of Reference and to the RFO will remain as is.

24 To consider the current Committees, review the Terms of Reference and Membership.
NB - Membership agreed at the meeting will include the Chairman and Vice-Chairman being ex-officio members of each Committee:

  1. Planning Executive Committee
    a. Terms of reference
    1. To consider planning applications for the Parish of Sedlescombe (and those outside the Parish that might affect Sedlescombe residents) and to resolve the Parish Council's support of approval or refusal and to inform Rother District Council of the resolution.
    2. To study all plans produced by other local authorities or the Government which might affect planning development in Sedlescombe and to comment to the relevant authority.
    3. To inform the District Council of breaches of planning control in the Parish.
      RESOLVED: No changes required.
    b. Membership of this Committee
    RESOLVED: Cllrs. Anson, Brister, Chapman, Fraser and Parsons appointed as Members of the Planning Executive Committee.
    The Chairman Cllr. Vine-Hall and Vice-Chairman Cllr. Glew are included as ex-officio members.
  2. Finance Executive Committee
    a. Terms of reference
    1. To consider the draft annual estimates of income and expenditure as submitted by the Responsible Financial Officer (RFO).
    2. To recommend draft annual estimates and precept amount to the Council not later than January in each year.
    3. To review the Clerk's Salary at budget time. Changes to take effect from the following 1 April.
    4. To monitor quarterly statements of income and expenditure against budgets.
    5. To consider and approve normal expenditure in line with the annual estimates including letting of contracts.
    6. To consider and approve banking arrangements as recommended by the RFO.
    7. To monitor loans and investments.
    8. To receive reports of bad debts.
    9. To review fees and charges at the appropriate time.
    10. To decide the general nature of the work to be undertaken or goods supplied.
    11. To consider and accept quotations and tenders in lines with the estimates.
    12. To review insurances annually.
    13. To review the financial regulations annually.
      RESOLVED: No changes required.
    b. Membership of this Committee
    RESOLVED: Cllrs. Anson and Chapman appointed as Members of the Finance Executive Committee. The Chairman Cllr. Vine-Hall and Vice-Chairman Cllr. Glew are included as ex-officio members.
    c. To appoint Bank Signatories.
    RESOLVED: Cllrs. Anson, Chapman, Glew and Vine-Hall are appointed as Bank Signatories.

  3. Neighbourhood Plan Executive Committee.
    a. Terms of reference
    To produce a Neighbourhood Plan for the Parish of Sedlescombe.
    RESOLVED: No changes required.
    b. Membership of this Committee
    RESOLVED: Cllrs. Vine-Hall, Chapman, Fraser, Glew and Parsons are appointed as Members of the Neighbourhood Plan Executive Committee.

  4. Traffic and Parking Advisory Committee
    a. Terms of reference
    1. To quantify the parking and traffic issues
      1. Within the parish
      2. Specifically in Brede Lane in relation to the School and Doctors' Surgery
      3. In relation to the Sportsfield and adjacent recreational areas
      4. In East View Terrace
      5. In relation to the Village shop
      6. In Chapel Hill
      7. In Cottage Lane (road leading from Sedlescombe to Westfield, especially the increase in heavy traffic)
      8. Around The Street particularly near LWA and Kester House
    2. To seek the view of interested and affected parties regarding parking and traffic problems and suggested solutions.
    3. To discuss with the Highways Department the issues and possible solutions to identify problems.
    4. To quantify the effect on areas of the parish of development over the last ten years. This is increase in traffic and parking.
    5. To look at how the Parish Council can influence Rother District Council to include traffic calming measures in all or some planning developments.
    6. To make recommendations regarding future management of traffic and parking in the Village.
    7. To recommendations to the Parish Council regarding all aspects of parking and traffic in the Parish.
    8. To present an initial outline of the study to the Parish Council at the general meeting in 18/09/12.
    9. To complete the study with recommendations by 08/01/13 (NB it was subsequently agreed that the date should be postponed to 19/03/13 and then 09/07/13.
      RESOLVED: To review the Terms of Reference and appoint further Members to the Committee on filling the 2 casual vacancies.
      RESOLVED: To review the terms of reference.
    b. Membership of this Committee
    RESOLVED: Cllr. Parsons is appointed as a Member of the Traffic and Parking Advisory Committee.

  5. Any other Executive or Advisory Committee that the Parish Council agrees should be constituted for the coming year.
    RESOLVED: To review the Emergency Advisory Committee.

25 Policy Documents
To the review and adoption of appropriate standing orders, financial regulations and parish council policies already adopted as follows:

  1. Standing Orders, May14
    RESOLVED: To table for review during the year.
  2. Financial Regulations, Dec14
    RESOLVED: To table for review during the year.
  3. Parish Council Policies
    1. Biodiversity Strategy, 13/11/07
    2. Casual Vacancies policy, 14/09/10
    3. Child/Young Person Protection Policy, 03/07/09
    4. Climate Change Mitigation and Fuel Poverty Alleviation Strategy, January 2008
    5. Complaints Code, 12/07/12
    6. Crayfishing policy, 11/11/08
    7. Decision Making policy 11/11/08 - FOR REVIEW
    8. Equality and Recruitment Policy, 15/04/14
    9. Health & Safety policy, 16/11/10
    10. Information provided to the Parish Council in connection with complaints against Parish Councillors under the 2012 Code of Conduct (policy amended 17/07/12)
    11. Planning Code of Good Practice, September 2005 - FOR REVIEW
    12. Risk Management Policy 20/03/12 - FOR REVIEW
    13. Schedule of Charges for Freedom of Information hard copies 2009 - FOR REVIEW
    14. Statement of Community Involvement 13/09/11 - FOR REVIEW
    15. Training Strategy 18/09/12 - FOR REVIEW
    16. Winter Maintenance Policy December 2013 - FOR REVIEW
      RESOLVED: To table for review during the year.

26 To consider obtaining the General Power of Competence
NB - Parish Council previously held the Power of Well Being until the 2015 Elections. This power has now been replaced by the General Power of Competence.
To qualify for General Power of Competence two thirds of the Parish Council need to be elected - Sedlescombe PC meet this criteria and The Clerk must hold a CiLCA qualification which includes taking section L07 - GPC. The Clerk is currently studying towards this qualification, which has to be completed within one year of registration..
RESOLVED: Parish Council will apply for General Power of Competence when The Clerk has gain her CiLCA qualification.

27 To review the inventory of Land and Assets including Buildings and Office Equipment.
RESOLVED: Delegated to the Finance Executive Committee for review.

28 To review and confirm the arrangements for insurance cover in respect of all insured risks.
RESOLVED: Delegated to the Finance Executive Committee for review.

29 To review Council's and Employees Membership of other bodies and to consider payment of any subscription falling to be paid annually.

  1. Sussex and Surrey Association of Local Councils/National Association of Local Councils £386.47
  2. Rother Association of Local Councils £35
  3. Society of Local Council Clerks £84
    RESOLVED: That the above Membership's are approved and will be paid as they fall due.

30 To review the Council's procedures as follows:

  1. Handling requests made under the Freedom of Information Act 2000 Policy 2009
  2. Data Protection Act 1998 Policy 2009
    RESOLVED: To table for review during the year.

31 To review the Council's policy for dealing with the Press/Media

32 To set the dates, times and place of ordinary meetings of the Full Council and the Finance Committee for the year ahead.
RESOLVED: To accept the meeting dates already agreed to the end of December 2015.

33 To nominate / confirm representatives to outside bodies as follows:

34 To receive apologies for absence
Duplicated agenda item.

35 Public participation session re matters on the agenda at the Chairman's discretion.
Duplicated agenda item.

36 To receive reports from the following if present:

37 Casual vacancies

  1. To receive an update on filling the casual vacancies following the 2015 election for the new term of office starting from 11th May 2015.
    An application had been received and other interest to join Parish Council had been noted.
    RESOLVED: To produce an advert for the vacancies and liaise with Cllr. Brister on publicising.

38 Finance

  1. Internal Audit.
    To receive the Internal Audit Report for the 2014/15 Annual Accounts.
    RESOLVED: That the Internal Audit Report is received with no areas for concern identified.
  2. Final Accounts 2014/15.
    a. To approve the Final accounts for the 2014/15 financial year.
    RESOLVED: That the Final Accounts for 2014/15 are approved.
    b. To authorise the Chairman to sign the Annual Return.
    RESOLVED: That the Chairman is authorised to sign the Annual Return.
  3. Bank Reconciliation. To resolve: That the Bank Reconciliation at the end of April 2015 is approved.
    RESOLVED: That the Bank Reconciliation at the end of April 2015 is approved.
  4. To receive an update on the quotes for the fencing required at the Riverside Playground
    Two quotes have been received. Cllr. Chapman confirmed the specification was correct.
    RESOLVED: To obtain a third quote for consideration at the next meeting.
  5. Approval of the following cheques:
    a Sedlescombe Village Hall Hall Hire March 2015
    b Rother DC Annual Emptying of Dog Waste Bins
    c Fastprint & Design Ltd Printing of Annual Report and Directory
    d East Sussex ALC Ltd ESALC / NALC Annual Subscriptions
    e Sedlescombe Village Hall Hall Hire April 2015
    f Mr G Fifield Report relating to Local Green Spaces
    g Mrs. Beaney Annual Parish Assembly refreshments
    h Mrs Carol Hodgson Data Protection Regn renewal 2015 £35.00
    Sage Instant Accounts £160.00


RESOLVED: The cheques are approved for payment.

39 Annual Assembly of the Parish Meeting 2015
To review the Minutes and consider matters arising from the meeting.
Cllr. Glew apologised for the oversight of not seeking approval of the 2014 Annual Parish Meeting Minutes. One item for amendment had been brought to light. Local Government Act 1971 Pt. III (19.1) - Parish Meetings - permits the minutes to be signed at the meeting of the Committee by the person presiding at the Parish meeting. Any minute purporting to be signed shall be received in evidence without further proof.
RESOLVED: To Agenda the amended 2014 Annual Parish Meeting Minutes for approval at the next Full Council Meeting and to be signed by Cllr. Glew.

40 Planning

  1. RR/2015/773/P - 133 East View Terrace, Sedlescombe TN33 0PY
    Installation of an access ramp and associated works
    Due to timing and no official Councillors in Office, a site visit had not bee undertaken. Councillors reviewed the information available and no comments had been received in regard to the application.
    RESOLVED: Parish Council has no objections to the Planning Proposal.

41 Traffic Calming

  1. To receive an update on purchasing a Speed Gun
    Community Speed Watch Online are currently negotiating directly with the Speed Gun manufacturers. A further option had become available to be included in a bulk order of Speed Guns with some of the Wealden Parish Councils.
    RESOLVED: To obtain further information of the Speed Guns being purchased by the Wealden Parish Councils.
  2. To receive an update on the Traffic Calming project to improve access and parking around the Village Shop area.
    Cllr. Glew reported that following the meeting with Sarah Valentine, Parish Council were still waiting to receive a proposed design. The Clerk would keep chasing for a response.

42 Playing Field Trust

  1. To set a meeting date.
    RESOLVED: To call a meeting in mid-June after a Full Council meeting.
  2. Propose items for discussion on the Agenda.
    Members to advise if they have any items they wish to discuss. Bank signatories will be put on the agenda.

43 Summer Fayre 2015
To receive any updates
Cllr. Anson reported that the Summer Fayre was progressing well. As Cllrs. Anson, Chapman, Glew, Fraser and Parsons already had other commitments in the Fayre it was agreed that Cllr. Anson would recruit someone else to organise and run the Raffle. Parish Council would continue to promote the Fayre and help in anyway possible.

44 Reports & Questions
To receive reports and questions from Members in brief, including items for next agenda