SPC logoCouncil Meeting Minutes

Minutes of the Meeting held on Tuesday 7th June 2016 following the Finance Committee Meeting and Neighbourhood Plan Committee Meeting at 19:00
in Committee Room 2 of Sedlescombe Village Hall

Present: Cllr. Vine-Hall (Chairman)
Cllrs. Anson, Brister, Chapman, Fraser, Glew (Vice-Chair) and Parsons
Clerk/RFO: Mrs Carol Hodgson

Also present: County Cllr. Angharad Davies (arrived later), District Cllr. Tony Ganly and Mrs. Susan Walton (Chief Executive of Pestalozzi International Village)

The Chairman invited the following to speak:

District Councillor Tony Ganly reported following a pay review Cabinet had agreed, for 2016/17, a one year pay settlement increase of £250 or 1%, whichever was higher. The Joint Waste Committee meeting on Friday 10th June would be reviewing the current service performance. Kier had advised that since starting the contract there had been a reduction in the financial value of recycling materials and they were currently losing money. This was making it difficult for them to meet the full terms of the contract, which they wished to have reviewed.

Mrs Susan Walton (Chief Executive of Pestalozzi International Village) reported the recent 'Doggy Dawdle' event held in the grounds of Pestalozzi had gone very well. A lot of people had come from Sedlescombe village giving them the opportunity to meet with other local dog walkers. The next event is 'Moth Trapping' at Pestalozzi on Friday 17th June at 8pm. There would be a brief talk about moths and trapping on the Friday evening followed by an opening of the traps and identification of the moths the following morning - together with a fried egg/bacon roll. The students were currently in the middle of their exams.

County Councillor Angharad Davies reported she had been appointed the Chair of the Adult Social Care and Community Safety Scrutiny Committee. ESCC is due to make a decision on the 'Day Services' provided for Adults with learning disabilities at the Conquest Centre in Hastings and Beeching Park in Bexhill. County Council is proposing to sell-off the centre in Hastings and make Bexhill the main centre. Travel arrangements would be put in place for those currently using the Hastings facility. A public consultation into the proposals had been held earlier this year. The consultation ended in March.

C16/39 Apologies
Cllrs. Page and Veitch. Mrs Marian Ham - Head of Sedlescombe Primary School.

C16/40 Interests in accordance with 2012 Code of Conduct

  1. To receive new written requests for dispensation.
    None received.

  2. To receive councillors' declarations of interest regarding matters on the agenda.
    Cllr. Anson declared a prejudicial interest in item C16/44.1a-b as the applicant.
    Cllr. Brister declared a personal interest in item C16/44.1e as a friend of the applicant.

C16/41 Public participation session re matters on the Agenda at the Chairman's discretion
There were no members of the public present.

C16/42 To approve the minutes of the Council Meeting on 08-Mar-16
RESOLVED: That the Chairman is authorised to sign the Minutes of the meeting held on 8th March 2016

C16/43 To receive Minutes of the Finance Committee meeting 08-Mar-16
RESOLVED: That the minutes of 8th March 2016 were received.

C16/44 Planning

  1. To consider response to planning applications.

    a. RR/2016/1144/P - Chestnut Tree Cottage, The Street, Sedlescombe TN33 0QF
    Demolition of existing side extension and front porch. Construction of side extension. Re-configure existing first floor layout and access to bedroom and other alterations.
    Cllr. Chapman reported.
    RESOLVED: Parish Council will not be commenting on this planning proposal as the applicant is a Sedlescombe Parish Councillor.

    b. RR/2016/1143/L - Chestnut Tree Cottage, The Street, Sedlescombe TN33 0QF
    Demolition of existing side extension and front porch. Construction of side extension.
    Re-configure existing first floor layout and access to bedroom and other alterations.
    Cllr. Chapman reported.
    RESOLVED: Parish Council will not be commenting on this planning proposal as the applicant is a Sedlescombe Parish Councillor.

    c. RR/2016/1263/P - The Oaks, Meadow Lane, Sedlescombe TN33 0RF
    Erection of chimney and change of external materials.
    Cllr. Parsons reported.
    RESOLVED: Parish Council has no objections or comments to make on this planning proposal.

    d. RR/2016/1285/P - Four Winds, Balcombe Green, Sedlescombe TN33 0QL
    Rear timber frame veranda lean-to fixed over existing patio.
    Cllr. Vine-Hall
    RESOLVED: Parish Council has no objections or comments to make on this planning proposal.

    e. RR/2016/1378/P - Clockhouse Cottage, The Street, Sedlescombe TN33 0QE
    Proposed extension to dwelling and replacement roof tiles together with proposed garden building.
    Cllr. Glew reported.
    RESOLVED: Parish Council has no objections or comments to make on this planning proposal.

  2. To receive advice of decisions on previous applications:-

    a. RR/2016/1325/TN - Compasses Lane, Sedlescombe TN32 5SE
    Installation of 4 x BT Telegraph Poles.
    TELECOM DET NOT REQD: As per decision notice 26-May-16

C16/45 Sedlescombe Sports Association

  1. To receive any updates.
    Cllr Anson noted that the SSA had prepared a Health and Safety risk assessment which had not included the Sports Field.
    RESOLVED: The SSA would be invited to the next council meeting for a full update on the schedule of work issued by Parish Council.

C16/46 Speedwatch

  1. To receive any updates
    Cllr. Parsons had prepared a schedule of upcoming Speedwatch sessions through the village. He advised that anyone wishing to take part in the sessions can register themselves online at 'Community Speedwatch Online'. The website is https://www.communityspeedwatch.co.uk/ and look for the Sedlescombe Community Speedwatch Group.

C16/46 Sedlescombe Neighbourhood Plan

  1. To receive and consider the new sites proposed by the Neighbourhood Plan Committee for inclusion in the NHP.
    Members reviewed the recommendations put forward by the Neighbourhood Plan Committee.
    a. To include all previous sites - except Blackbrooks - with appropriate proposed modifications from the Inspector on Pestalozzi, Sedlescombe Sawmills and land at St John the Baptist Church based on rCOH's (the NHP Consultant) advice.
    b. To include Sunningdale with net 9 houses.
    c. To include new evidence on Green Space - as summarised by GRF Planning.
    d. To include the following new sites:-
    - Church Farm adjacent to and north of the Village Hall: minimum of 12 dwellings.
    - Gate Cottage: minimum of 8 dwellings
    - Church Farm adjacent to Gate Cottage: minimum of 10 dwellings

    d. To include as a windfall site: the rear of the Pump House Yard to provide two houses on condition that parking be provided for the school teaching staff and a footway from the Car Park to Gammons Way both in accordance with Rother DC and East Sussex CC conditions
    e. To reject the proposal for Gorselands as it is a red site in the SHLAA and is not supported by Rother DC.

  2. To agree the next stage of the NHP as proposed by the Neighbourhood Plan Committee.
    RESOLVED: To proceed with preparing a pre-submission draft plan based on the sites agreed under the above item C16/46.1
    To extend the settlement boundary to include the 'new sites' as well as including the garden land at Balcombe Green and the house and garden at Powdermills.

  3. To receive any other reports.
    There were no further reports received.

C16/47 To consider Rother DC's offer to devolve Sedlescombe Car Park and Public Conveniences in Brede Lane to Parish Council.
Rother DC has been discussing for some time the devolvement of assets to Town / Parish Council's and Community Groups. Sedlescombe Car Park and Public Conveniences remains to be devolved. In the event that there is no interest in taking on the asset then an alternative use will be implemented which may include closure of the facilities and disposal of the land on the open market. RDC’s Overview and Scrutiny Committee and Cabinet recently considered the matter and agreed to write and give local council's a final opportunity to take on the asset or assist in its devolution to other eligible bodies. The nature of the offer to other local councils has been a 99 year lease at a rental of £1 per year. The Council has also offered a 10 year reducing maintenance deal to allow local councils to build up sufficient reserves to deal with the on-going maintenance of the asset.
Councillors had met with Malcolm Johnson - Executive Director of Resources at Rother District Council - to understand and receive further information on the offer. Parish Council would need to consider who uses and benefits from the facilities.
RESOLVED: To conduct a village survey with the next Bulletin.

C16/48 To discuss the changes in local Policing
PCSO Demi Georghiou has been successful in his reapplication for the new PCSO role but has been relocated to Battle as PCSO's are no longer attached to a specific village. Cllr. Davies spoke in relation to the Neighbourhood Response team based in Rye and suggested if Sedlescombe needs a PCSO to apply to Sgt. Dave Townsend at the Rye Neighbourhood Response team.
RESOLVED: To invite Inspector Dan Russell - Hastings and Rother District, Neighbourhood Policing Team to Parish Council's next meeting.

C16/49 To discuss the next Parish Council bulletin
Items for the next bulletin would include:
1. Parish Council's year end 2015/16 reserves
2. Update on the recent Speed Surveys.
3. Neighbourhood Plan
4. Summer Fayre on 16th July 2016.
RESOLVED: Deadline for receipt of items for the next bulletin is 30th June 2016.

C16/50 Finance

  1. To receive the internal audit report by Keith Robertson
    Received and recommendations for the Finance Executive Committee to review were noted.

  2. To approve the Final Accounts for the year ended 31st March 2016
    Under the 'Notes to the Accounts' item 12 - Loans would be amended to also show the outstanding balance of the loans as at the year end.
    RESOLVED: That the amended Final accounts for year ended 31st March 2016 are approved. The Chairman of the Finance Committee and the RFO are authorised to sign the accounts.

  3. To carry out a review of the effectiveness of the system of internal control
    RESOLVED: That the Finance Executive Committee has completed a review of the effectiveness of the system of internal control. The Chairman is authorised to sign the review.

  4. Annual Return: To prepare and approve the Annual Governance Statement
    RESOLVED: The Annual Governance Statement was completed and the Chairman is authorised to sign the statement.

  5. Annual Return: To approve the Accounting Statements - 2015/16
    RESOLVED: The Chairman is authorised to sign the Annual Return Accounting Statement.
C16/51 To set the dates, times and place of ordinary meetings of the Full Council and the Finance Committee for the year ahead.
RESOLVED: In order to meet response deadlines on planning applications and to approve payments to meet supplier deadlines Full Council meetings will be convened monthly on the 3rd Tuesday of each month as follows:

19th July 2016
20th September 2016
18th October 2016
15th November 2016
20th December 2016
17th January 2017
21st February 2017
21st March 2017
18th April 2017
16th May 2017

Finance Committee Meetings will be re-adjusted to meet statutory deadlines as follows:

18th October 2016
13th December 2016
10th January 2017
9th May 2017

The 2017 Annual Parish Assembly will take place on Wednesday 26th April 2017

C16/52 Reports & Questions

  1. Sedlescombe Jobs Network
    Cllr. Brister reported that the Facebook page is still going well. There are more 'Likes' each week and alot of good feedback. Advertising lost dogs has been a popular focus recently as well as promoting social events.

  2. Red Barn Field
    Cllr. Glew reported that the stock fencing work had now been completed and approval given for the payment to be released. The Red Barn Field working group were looking for grants to purchase items such as a bench. Cllr. Ganly recommended making enquiries to the Rother DC Community Grant and the Rural Rother Trust.

  3. To receive any other reports and questions from Members in brief, including items for the next agenda.
    Rother DC Enforcement had made a site visit to Spilstead Airstrip to investigate the use of the site by helicopters which was in breach of condition 3 of RR/98/1323/P. The land where the helicopter was landing was not covered by the planning conditions and could be used for temporary uses for up to 28 days a year without planning permission. However the helicopter had now ceased using this site. In conclusion RDC advised that there was no breach of planning control and no further action would be taken.