SPC logoAnnual Meeting Minutes

The Annual Meeting of the Parish Council on Tuesday 17th May 2016
at 19:00 in Committee Room 2 of Sedlescombe Village Hall

Cllrs. Brister, Chapman, Glew, Fraser, Parsons, Page and Vine-Hall.
Clerk/RFO Mrs. Carol Hodgson

Also present: County Cllr. Angharad Davies (first part), District Cllr. Tony Ganly, Mrs. Susan Walton (Chief Executive of Pestalozzi International Village), Mrs. Isabel Fisher (Secretary of Sedlescombe Village Hall Management Committee) and four members of the public.

Annual Business in accordance with Standing Orders(3j). Cllr Vine-Hall in the chair.

The Chairman of the Council, unless he has resigned or becomes disqualified, shall continue in office and preside at the annual meeting until his successor is elected at the next annual meeting of the Council.
Cllr. Vine-Hall opened the meeting.

C16/10 Election of Chairman for the ensuing year and to receive their declaration of acceptance of Office.
Cllr. Vine-Hall invited nominations for the position of Chairman of the Council.
RESOLVED: Cllr. Jonathan Vine-Hall was nominated by Cllr. Glew and seconded by Cllr. Parsons and was elected unopposed. Cllr. Vine-Hall signed the 'Declaration of Acceptance of Office'.

C16/11 Election of Vice-Chairman for the ensuing year.
The Chairman invited nominations for the position of Vice-Chairman of the Council. RESOLVED: Cllr. Pauline Glew was nominated by Cllr. Vine-Hall and seconded by Cllr. Brister and was elected unopposed.

C16/12 Apologies
Cllr. Anson, Cllr. Veitch, Mrs Marian Ham (Head of Sedlescombe Primary School) and Ashley Davey

C16/13 Public participation session re matters on the agenda at the Chairman's discretion.
Four Members of the public joined the meeting at a later point.

C16/14 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)
Cllr. Brister declared a personal interest in agenda item C16/29 1.a as a neighbour and friend of the the applicant.

C16/15 To consider requests received in writing from Parish Councillors for dispensation to speak regarding their pecuniary interests.
No new requests received.

C16/16 Confirmation of the accuracy of the minutes of the Full Council meeting held on 05-Apr-16
RESOLVED: That the Chairman is authorised to sign the Minutes of the meeting held on 5th April 2016

C16/17 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 unchanged.

C16/18 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. 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: The Terms of Reference for the Finance Executive Committee will remain unchanged.
    b. Membership of this Committee
    RESOLVED: Cllrs. Anson, Chapman and Page appointed as Members of the Finance Executive Committee. The Chairman Cllr. Vine-Hall and Vice-Chairman Cllr. Glew are included as ex-officio members.

  2. 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. Brister, Chapman, Fraser, Glew, Page, Parsons, Veitch and Vine-Hall are appointed as Members of the Neighbourhood Plan Executive Committee.

  3. 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 disband the Traffic and Parking Advisory Committee. All traffic and parking items forthwith will be considered by Full Council.
    b. Membership of this Committee
    The Traffic and Parking Advisory Committee has been disbanded.

  4. Any other Executive or Advisory Committee that the Parish Council agrees should be constituted for the coming year.
    RESOLVED: To continue with the Emergency Committee (Planning) and the Red Barn Field Working Group.

C16/19 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 schedule for review during the year.
  2. Financial Regulations, Dec14
    RESOLVED: To schedule 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
    12. Risk Management Policy 20/03/12 - FOR REVIEW
    13. Schedule of Charges for Freedom of Information hard copies 2009
    14. Statement of Community Involvement 13/09/11
    15. Training Strategy 18/09/12
    16. Winter Maintenance Policy December 2013
      RESOLVED: To schedule all the policies for review during the year.

C16/22 To review the inventory of Land and Assets including Buildings and Office Equipment.
RESOLVED: To add the Speed Gun as an asset to the inventory list.

C16/23 To review and confirm the arrangements for insurance cover in respect of all insured risks.
RESOLVED: An adequate insurance policy was taken out with Hiscox for a 3 year term in October 2015.

C16/24 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 £401.08
    RESOLVED: That the Membership is approved and will be paid when due.
  2. Rother Association of Local Councils £35.00
    RESOLVED: That the Membership is approved and will be paid when due.
  3. Society of Local Council Clerks £84.00
    RESOLVED: That the Membership is approved and will be paid when due.

C16/25 To review the Council's procedures as follows:

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

C16/26 To review the Council's policy for dealing with the Press/Media

C16/26 To set the dates, times and place of ordinary meetings of the Full Council and the Finance Committee for the year ahead.
RESOLVED: To review at the next Full Council.

C16/27 To nominate / confirm representatives to outside bodies as follows:

C16/28 To receive reports from the following if present:

The Chairman invited the following to speak:

County Councillor Angharad Davies reported as from 1st May, a new joint venture organisation Costain / Ch2m took over highways maintenance in the County. Costain is a large construction and civil engineering company whilst Ch2m provides planning, design and management services. The 7 year £300m contract will include roads, pavements, gullies, ditches, streetlights, bridges, winter gritting and highway improvement schemes. About 85 staff will be joining the new organisation from the County Council and the headquarters will continue in Ringmer. County’s existing highways stewards will continue in their roles, and will have increased powers to fix minor defects themselves, speeding up the time of repair. Fiona Kehoe is the Highways Liaison Officer and can be emailed at customer@eastsussexhighways.com. There is going to be a line allocated for use by Parish / Town Clerks. A new incentives and penalties system will be introduced to ensure value for money is achieved while providing the best possible service.

District Councillor Tony Ganly reported that Rother’s only Labour councillor Maurice Watson, had defected to the Conservatives. The Joint Waste Contract operated by Kier has been suffering heavy financial operating losses, mainly due to the continued drop in export prices for recycled materials.
Parish Council asked if Cllr. Ganly could liaise with David Marlow - Planning Policy Manager Strategy & Planning Service at Rother DC as the Sedlescombe NHP could not be progressed any further until his comments had been received in relation to the proposed new sites.
Parish Council had noted local concerns that the planning application refused by Rother DC for Spilstead Airstrip to 'remodel land to improve visibility on airstrip with construction access via A21' had gone to appeal. PC's existing comments would be taken into consideration at the appeal. Cllr. Ganly had received emails in relation to the landing of Helicopters at this site and agreed to contact Holly Harrison - Senior Planning Officer Planning Service at Rother DC to obtain a further assessment and to confirm what the current circumstances and conditions of use are.

Mrs Sue Walton, Chief Executive, Pestalozzi International Village was very happy to report that the Pestalozzi Centre had now been officially opened by the Duke of Gloucester. Pestalozzi had received a good response at the Sedlescombe Spring Fayre. The students are currently in the middle of their exams. The next event is on 28th May 2016 - a 'Dog Dawdle' which will be a guided tour across the estate but off the beaten track. Sue is planning to hold another 'Moth Trapping' trapping session which would take place on a Friday evening / Saturday morning. Dates and times will be sent to The Clerk when known.

Mrs Marian Ham, Headteacher, Sedlescombe CE School was unable to attend but had sent through a letter of thanks to Parish Council for her gift presented at the Annual Parish Assembly from the Village.

C16/29 Planning

  1. To consider response to planning applications:-

    a. RR/2016/1009/O - Shop Sedlescombe Vineyard, Hawkhurst Road, TN32 5SA
    'Farm shop' for the sampling and sale of organic wine produced by Sedlescombe Organic Vineyard, for the sale of other locally produced produce.
    Cllr. Parsons reported.
    RESOLVED: Parish Council supports approval of this planning application.

    b. RR/2016/1195/P - Meadowview Park, Crazy Lane. TN33 0QT
    The siting of 20 additional static caravans to be used by people aged 50 and over for holiday purposes only.
    Cllr. Chapman reported. Cllr. Vine-Hall invited the 4 members of the public attending to speak. All were not in favour of the development and advised Parish Council of the following:
    Properties in the lower areas of Crazy Lane towards the A21 junction are prone to severe flooding and this development would exacerbate the situation. A tank should be installed at the applicants site to collect waterflow.
    There will be a sharp increase in vehicle movements created by the 20 additional caravans. There are alot of minor accidents in this area that go unreported. The road surface is already in a poor condition. Many people walk along this lane and there are no pavements.
    The size of the static caravans has not been defined and larger units may not be able to get into the entrance.
    Existing problems with sewerage / drainage have not been addressed without adding to the problem.
    There are current issues with noise from the site and late at night.
    Rubbish in Crazy Lane is coming from the site.
    RESOLVED: Parish Council do not support this planning application for the following reasons:
    1. The 20 additional static caravans could become permanent residencies.
    2. More caravans will increase the level of noise on the site, effecting nearby properties, who are already disturbed by the current noise taking place.
    3. There are existing problems at this site with flooding and sewerage both which will be exacerbated with an additional 20 caravans. No detail has been provided to address these issues.
    4. The access is via a narrow and dangerous lane (Crazy Lane) which leads onto / from a fast flowing section of the A21.
    5. There is no footpath access along Crazy Lane to other village facilities.

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

    a. RR/2015/2248/P - Roselands, The Street, Sedlescombe TN33 0QH
    The demolition and redevelopment of Roselands to provide 10 x 1 bed old persons units and 5 x 2 bed and 2 x 3 bed houses with associated parking and refuse and bin stores.
    APPROVED CONDITIONAL: As per decision notice 15-Apr-16

    b. RR/2015/1057/L - Bulmer House Antiques, The Green, Sedlescombe TN33 0QA
    Provision of damp course (retrospective).
    LISTED BC REFUSED: As per decision notice 01-Apr-16

    c. RR/2016/389/T - Ivy House, Brede Lane, Sedlescombe, TN33 0PR
    T1 Oak dead wooding & T2 Oak dead wooding.
    NO OBJECTION: As per decision notice 04-Apr-16

    d. RR/2016/582/P - Battle Barn Farm, New Road, Sedlescombe TN33 0RL
    Extension to existing horse riding area from 20x40m to 40x60m.
    APPROVED CONDITIONAL: As per decision notice 20-Apr-16

    e. RR/2016/545/P - Nova Vida, The Street, Sedlescombe TN33 0QG
    Proposed re-building of attached garage with pitch roof to relocate kitchen, over clad property with weatherboard and erection of detached garage.
    APPROVED CONDITIONAL: As per decision notice 28-Apr-16

    f. RR/2016/717/O - Mill Lodge, Sedlescombe Saw Mills, Hawkhurst Road, Cripps Corner, TN32 5SA
    Certificate of Lawfulness in respect of use of building as a single dwelling house.
    LAWFUL DC APPROVED: As per decision notice 27-Apr-16

    g. RR/2016/627/P - Dell View, Hawkhurst Road, Sedlescombe TN33 0QS
    Construct a self contained granny annex over the 2 existing garages
    APPROVED CONDITIONAL: As per decision notice 04-May-16

    h. RR/2016/646/P - 13 East View Terrace, Sedlescombe TN33 0PY
    To remove existing palisade fence to left hand boundary & to replace with high close boarded fence to meet & match existing close boarded fence
    PERMITTED DEVELOPMENT: As per decision notice 27-Apr-16

    i. RR/2016/810/P - 33 Gorselands, Sedlescombe TN33 0PT
    Proposed front entrance porch, garage conversion and loft conversion with dormer.
    APPROVED CONDITIONAL: As per decision notice 28-Apr-16

    j. RR/2016/920/FN - Church Hill Farm, The Street, Sedlescombe TN33 0QW
    Metal clad general purpose agricultural building.
    FN DETAILS NOT REQ'D: As per decision notice 29-Apr-16

C16/30 Sedlescombe Village Hall Car Park

  1. To review the 25 year lease (17-Nov-00 to 16-Nov-25) between Sedlescombe PC and the two trustees of Sedlescombe Village Hall Charity who are both no longer eligible to serve.
    The Village Hall Car Park is currently leased by Parish Council to Sylvia Cook and Colin Prtichard who are no longer eligible to act as trustees. Parish Council discussed with Mrs. Isabel Fisher the implications.
    RESOLVED: For the Sedlescombe Village Hall Charity to discuss and seek advise on being nominated as the trustee for the the Sedlescombe Village Hall Car Park lease. Parish Council to review and draw-up a new lease.
  2. To discuss a request from The Village Hall Management Committee to fund or help to fund a salt/sand bin for use during cold weather. (Parish Council being the owner of the car park)
    RESOLVED: A grit bin has now been donated to The Village Hall Management Committee.

C16/31 Sedlescombe Sports Association

  1. To receive an update on the progress of the schedule of works issued by PC.
    Ashley Davey was unable to attend the meeting but had sent through an update. Most of the works on the list had been or were being dealt with. A Pavilion Risk Assessment had been sent to Parish Council. A local plumber had been arranged to provide a legionnaires disease report. The guttering on the front of the Pavilion had been removed, cleaned, repaired (all broken brackets replaced) and refitted. The decking from the away side changing room had been replaced as per the drawings sent to Parish Council, as had the garage doors. The cupboard in the kitchen required a kitchen fitter to repair it and this was in hand. Cleaning of the outside of the building continued as a prelude to rubbing down and painting which was due to take place in July. With so much outside work to be done, the internal painting had come to a halt but will completed by the Autumn. A quote of £1,600 had been received for for a suitable floor covering (inclusive of materials and labour) for both changing rooms. He was also looking into liability insurance for the SSA Trustees.
  2. Any other reports.
    Ashley Davey was pleased to report that a local lady had offered to take up the position of Secretary for the Sedlescombe Sports Association.
    He also made a request for the PC and SSA trustees to set up a working party to discuss the Sportsfield, the lease to the SSA, it's funding, management and usage
    RESOLVED: To send the above information to Cllr. Anson - Parish Council's representative on the SSA.

C16/32 Sedlescombe Neighbourhood Plan

  1. To receive any updates
    Cllr. Vine-Hall reported that the Neighbourhood Plan Committee was waiting for David Marlow's - Planning Policy Manager Strategy & Planning Service at Rother District Council comments on the proposed new sites following his site visits. No further progress could be made until these comments had been received. Parish Council was concerned this would put the timetable behind.
  2. To receive new written requests for dispensation.
    No further requests were received.

C16/33 Finance

  1. Final Accounts 2015/16.
    a. To receive the Final accounts for the 2015/16 financial year.
    RESOLVED: The Finance Committee to review the draft final accounts.
  2. To receive the statement of accounts to April 2016 and transactions.
    RESOLVED: That the statement of accounts to April 2016 + transactions are received.
  3. To receive the bank reconciliation for April 2016.
    RESOLVED: That the bank reconciliation for April 2016 is received.
  4. To approve the following cheques:
    a Broxbourne Plant Ltd Hire of Mini Excavator for RBF
    b Sedlescombe Village Hall April Bookings
    c Fastprint & Design Ltd Printing of Annual Report and Directory
    d Rother District Council Empty Dog Waste Bins x 3 - Annual Chg
    e G Burley & Sons Ltd April Grounds Maintenance
    f Mr. P Anson Annual Parish Assembly refreshments
    g Mrs. P. Glew Annual Parish Assembly refreshments
    h Meyers & Davey Ltd Stock fencing + 1 metal gate at RBF
    i Mr. J. Vine-Hall Chairmans Annual Allowance
    j Mrs Carol Hodgson Data Protection Regn renewal 2016
    Retirement gift Mrs. Ham
    VAT QE 31-Mar-16
    Salary - April 2016
    Salary Sacrifice pmt to PGL


    RESOLVED: To withhold payment for Meyers & Davey Ltd - £1260.00 until the work has been satisfactorily completed. The remaining cheques were approved for payment and signed.

C16/34 Annual Assembly of the Parish Meeting 2016

  1. To review the Minutes and consider matters arising from the meeting.
    Members agreed the event had gone well. For the points raised at the meeting Parish Council would address these in the next Newsletter due out in June.
    Note for future Assemblies:
    The chairs need to be positioned to give more room to access and see the display tables.
    Consideration for all the Councillors to be on the stage and ensure name badges are visible.
    To encourage new residents via the Welcome Pack to attend the Annual Assembly.
  2. To discuss a letter received in relation to access onto the stage in the Village Hall at the Annual Parish Assembly.
    Due to an unfortunate oversight on the evening of the Annual Parish Assembly, the steps had not been correctly set-up. A resident attending the Annual Assembly had witnessed two elderly members of the audience tripping and falling whilst using the steps to access the stage. Parish Council was being questioned how this had been able to happen?
    Mrs. Fisher (attending) - Secretary of Sedlescombe Village Hall Management Committee and Parish Council discussed the incident.
    RESOLVED: To respond to the concerned resident explaining that the incident has been looked into by the Parish Council and the Village Hall Management Committee. The VHMC has already taken appropriate action to alleviate any further incidents by padlocking the steps. The Hall Manager from now on will set up the steps for hall hirers requiring access to the stage.

C16/35 Traffic Calming

  1. To receive any updates on the '7 day temporary speed surveys' performed by Highways in Sedlescombe during April.
    The Speed Survey results had only just been received from ESCC Transport Monitoring Team.
    RESOLVED: To request an appraisal of the results for ESCC Transport Monitoring Team.

C16/36 Playing Field Trust

  1. To set a meeting date.
    RESOLVED: Cllr. Page to advise a convenient date.
  2. Propose items for discussion on the Agenda.
    RESOLVED: Cllr. Page to liaise with the Playing Field Trust Secretary.

C16/37 The Village Green
To agree to accept Blackbrooks offer to supply more flower tubs for locating on the corner of The Village Green to help prevent trucks and cars cutting across this area.
RESOLVED: To thank Blackbrooks and accept their offer of donating further flower tubs.

C16/38 Reports & Questions
To receive reports and questions from Members in brief, including items for next agenda