Minutes of a Council meeting held Tuesday 7th April 2009 at 7.30 p.m at the above address.

Present:  Cllrs.  Goodall, Burley, Simmons, Langdown, Mitchell, Maynard, A Cook, Semple, Seemann, Yeo.

The Chairman invited questions/comment from the 23 people present:

1.  A member of the public thanked the Council for the attractive verges where the bulbs are now coming through.  He also asked about the maintenance of the hedge between the old Springfields and the new extension to Farthing Hill.  The Clerk reported that neither Downland Homes nor Rother Homes were accepting responsibility for this, but would try again to ascertain ownership.  Cllr. Seemann explained that Rother Homes were in a state of transition and the request may have been over-looked.
2. A member of the public suggested that consideration should be given to the lack of public parking in the centre of the village and perhaps consideration to moving the re-cycling bins in the Rother Car Park to the Recreation Ground to free up more space.  She was assured that the ‘Village Square’ issues were being looked at (including parking) and the Village Square Group would be meeting in the near future and that this matter would be  on their agenda.
3. Lower St. Mary’s.     Twenty people present were seeking the Council’s reassurance that they would respond to the Appeal at Lower St. Mary’s.  It was later resolved during the meeting that the Chair of the Planning Committee re-iterate the points made by the Parish Council to District and the public were thanked for attending and providing additional information about the current parking problems and the sewerage problems on the site.

61.0 Declarations of Interest: by Councillors on any matters on the agenda, the nature of that interest and whether the Councillor considers that interest to be prejudicial under the terms of the Code of Conduct – this should then be repeated prior to that agenda item.  Cllr. Cook declared a personal interest in agenda point 78- The Bell Field.

62.0 Apologies for absence:  Apologies and reasons were recorded in the   attendance register.  Cllrs. Hastings and Rigby had sent their apologies.

63.0 Minutes of the meeting held on 3rd March 2009:  - Proposed by Cllr. Semple   seconded by Cllr.   Langdown and signed as a true record of those proceedings by the Chairman.

64.0 Additional Agenda Items:  To consider such other items as the Chairman decides are urgent and due notice of which has been given to the Clerk by 12 noon on the day.  No decisions/resolutions can be made under this agenda point.  The Clerk pointed out that the Council should consider adopting the N.A.L.C complaints procedures and these would be circulated to Councillors prior to the next meeting for their consideration.

65.0 Lighting:  Cllr. Langdown had circulated a paper on lighting costs.  The director of Direct Technical Services, the new contractor is available for a meeting on 15th April 2009 at the Village Hall at 1.00 pm.  It was resolved to put Cllr. Langdown’s suggestions to him at that meeting and report back to the full Council in May.  Cllrs.  Cook, Langdown and Yeo agreed to be available on the 15th April.

66.0 Training Needs for 2009/10:  To consider training options for the year – document circulated in advance of the meeting.  It was resolved that the Clerk should attend the RBS end of year accounting training day in Wiltshire (11th May 2009).

67.0  Appendix of Outstanding Matters:

Topic	Update
Unpaid work orders	Clerk has made contact with Lee Browning – list to be collated by Cllrs. of work that could be done.
Village Square	It was resolved that the concrete block be moved to ascertain if the Horse Chestnut roots have intruded into the well, affecting its stability and report back to the next meeting.
Annual Assembly	Cllr. Mitchell reported on the number of tables booked (17) and asked that help be forthcoming on the evening to serve and replenish glasses. It was resolved that the Clerk should send a list of all the known attendees to Cllrs.
Street Lights	Street lights reported with problems are No 7 Holmdale Lower Platts – column is leaning. Two in Church Street – lights are on all the time. Pashley Road near Pond – not working. Flimwell – one near the Post Box is not working. Steelands Rise – light not working.
Enforcement Notice	Response by Parish Council – It was resolved that the Chairman sign the response – in that it is felt that there have not been contraventions of the conditions and no phone calls have been received by the Trust or Parish informing them of breaches.
Dog Litter Bins	Request for bins – Fruitfields/Farthing Hill/High Street We have two ready for installation. Cllr. Elliston offered to follow up within RDC how the Council might obtain a regular collection service prior to installation of the bins.
War Memorial Trust	It was resolved to wind-up the Trust and use the funding available to continue to maintain the War Memorial and its garden.
Play Ground at Farthing Hill	Permission being sought from Downland Housing to install a swing and safety surfacing.
Planning Permission for Cardboard Bin	Permission sought from RDC – Mr Searle at RDC believes it may be within ‘permitted rights’.
ESCC	Parish Maintenance Gangs – It was resolved that Cllrs. would collate a list of work that needs doing in each Ward – works must be by the Highways. It was resolved that the hedge at Fruitfields be put on this list for cutting.

68.0 District Council Report:  A written report was circulated from Cllr. Elliston.
Points raised were based on a recent Rother District Council Place Survey:
Positive Trends:  Increased satisfaction within the local area, with above average levels of volunteering and a reduction in the perception of anti-social behaviour and crime.
Negative Trends: Decline in satisfaction with the Council, with low levels of perceived value for money.  A decline in the satisfaction with waste collections and a measure of mixed messages about levels of communication.  These all were in line with national trends.  Cllr. Rigby had thanked Cllr. Jenkins for receipt of a green bin.

69.0 County Council Report:  A written report was received from C. Cllr. Barnes.
Cllr. J Barnes reports that ESCC is deemed to be a four star Council and improving.
Childrens Services awarded best in the County and in the South-East.
Adult Social Care – now awarded three star level.
Resources – four star level and their way of matching policy to resources has been cited nationally as a model.  Over 6000 elderly residents have been helped to reduce their Council Tax.   Full written report attached.

70.0 Allotments:  Cllr. Maynard reported that at the Springfield/ Farthing Hill allotments, two tenants have moved on and five have joined, using shared plots.  Twelve new allotments have been established at Flimwell, and there is still a waiting list of eight.  Rabbit fencing will be installed to the boundary with the Golf Course and an order has been placed with SE Water for the installation of a tap.  He hoped to install wood chip paths between plots. He asked Cllrs. to consider where some land might be made available in Stonegate and a plot near Lymden Close was mentioned.  Cllrs. would try to ascertain who owned that plot.  Cllr. Maynard was thanked for all his work.

71.0 Finance Report:  A bank reconciliation was tabled and cheques listed for sanctioning listed below:  It was resolved that these cheques be signed.  An end of year reconciliation and summary of accounts was tabled and signed by the Chairman – to be included in the Annual Report to be made available at the Annual Assembly.

Cheque	Amount	To whom	For:
2420	£86.25	RBS	Annual subscription
2421	£40.00	RDC	Allotment- Farthing Hill rents
2422	£20.00	Leach	Fruit Box
2423	£5732.75	Rota Rod	Drains at Recreation Ground
2424	£25.00	R Kemp	Reimburse allotment fee
2425	£826.68	SALC	Annual Subscription
2426	£115.00	NALC	Quality Status application
2427	£3438.50	Rota Rod	Drainage
2428	£415.86	In Revenue	PAYE
2429	£641.75	Nowne	Annual pension contribution 4.5%
2430	£360.00	D Butcher	Clearing recreation grounds

72.0 Planning Report: 
14 Hilbury Gardens – to divide existing property into two dwellings – recommended approval.
Wordsworth House – Change of use from shop/residential to residential – recommended approval.
Cherry Tree Nursery – Retention of chalet – recommended refusal.
Bricklehurst Manor Farm – Proposed new driveway – recommended for approval.
Coopers Cottage – Dismantle one Silver Birch – recommended for approval.
Dale Hill Flimwell – Replacement of flat roofed detached garage with pitched one – recommendation for approval.
Hopvine Cottage – erection of timber barn – recommendation for approval.
Orchard Place – Demolition of existing dwelling and replacement of dwelling and garage – recommendation for refusal.
Orchard Place – erection of brick boundary wall – retrospective – recommendation for approval.
Plangeross Lymden Lane – Alterations to loft and demolition of garage – recommendation for approval.
Shovers Green Cottage – resbmission of application for ground floor extension – recommendation for approval.
1 Blenheim Way – Alteration to approved garage roof – recommendation for approval.
Walters Farm – removal of plastic windows and replace with original and demolition of catslide roof and replacement with porch/first floor extension – recommendation for approval.
The Old Brickyard – Whiligh Corn Growers – agricultural portal framed building for grain storage – recommendation for approval.

73.0 Bewl Reservoir Applications: Councillors considered whether they should add the Council’s name to the list of objectors appointing legal representation and whether or not to speak at the hearing on 23rd April 2009  10.00 am in Crowborough.  It was resolved that the Council would contribute £500 to the fund to appoint a specialist Barrister through Hedleys Solicitors and ask that Barrister to represent the views of the Council in addition to the individuals contributing to that fund.

74.0 Traffic Calming:  Flimwell Survey – circulated to all Councillors.  The Chairman thanked Cllr. Langdown for circulating a comprehensive draft response to the points raised and it was resolved to send this to the authors of the survey and ask her to join the Traffic Calming Committee.

75.0 Correspondence: 

1	S Water	Clerk has written to ask for sponsership for planters
2	RDC	D Stevens, Mrs Gadd (Chairman) and John Collins (Buddie) and Emergency Planning Officer will attend Annual Assembly.
3	RDC	Alleged Breach of Planning Condition – draft response – needed by 9th April – signed under Appendix.
4	ESCC	Bidders for Hastings Link Road
5	RDC	No planning needed for new allotments Flimwell
6	Bruce Oakley	Moving a house to Weald Downland Museum
7	Scott Poleykett	Circus and balloon modelling – for BDT/Fete
8	ESCC	Grant for concrete ramp – Cllr. Semple to provide details of contract in place
9	RDC	Clerk has written to D. Stevens re use of car park
10	Sussex Bio Diversity Records	Comments required on local woodland – past return date but would be useful with regard to Bewl.
11	ESCC	Bus stop 16m long 10m parking still available – marking of bus stop to go ahead soon.
12	D Moloney	Downash Court comments for Warrens application
13	RDC	Annual Conference 9.4.09 Brede – 3 people can go Cllrs. Cook, Yeo and Maynard agreed to attend.
14	Direct Tech Ser	Contract for signing – resolved that the Chairman sign and returned.
15	Wealden DC	Hearing 23.4.09 10 am – See Bewl Application – 73.
16	RBS	Training 11th May end of year accounts - resolved
17	Etchingham Trust	8th April meeting
18	The Bell	Letter going out to interested parties in the shop use
19	RDC	Rother Bulletin – do you want to contribute
20	RDC	Appeal re Somerton etc –resolution for Chair of Planning Committee to draft a response.
21	Applause	Rural Touring Group
22	Cardboard Bin	Clerk has filled in application for it to be positioned there – there is some confusion as to whether permission is now needed.
23	Residents Woodroffe Lodge	A copy of a letter sent to Rother Homes was copied to Council – expressing disquiet at lack of progress

76.0  Parish Council Surgeries:  After some deliberation it was resolved that people tended to use the first half an hour of the meeting on a regular basis to bring up points and that all telephone numbers of Cllrs. are freely available on boards, web site and Council magazine.  Cllr. Seemann pointed out the difficulty of the Council being a Corporate Body rather than any Councillor being able to act independently as a result of a surgery.

77.0 Items for the May  Agenda:   Co-option of a new Councillor for Ticehurst.  Notices posted on 26th March 2009.    

78.0 The Bell Field:  It was resolved that this matter should be dealt with ‘in confidence’ as the matter involves the preparation of legal proceedings.  However, there was no update to report and no need to exclude the public and press for this agenda point.

79.0  Date of the next meeting: 5th May 2009 – Councillors were reminded that this will be the Annual  Meeting of the Council which will require the election of Chairman, Vice Chairman and Committee Members.