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Earnley Parish Council
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Earnley Parish Council
MINUTES OF THE MEETING OF THE COUNCIL HELD ON 25 JULY 2007 AT EARNLEY CONCOURSE
PRESENT: Mr R Norris (Chairman) Mr C Bayley Mr M Harrington Mr M Karn Ms L Nugent (to Minute 25 – 07 (xiv))
APOLOGIES FOR ABSENCE: County Councillor J M Daws-Chew
IN ATTENDANCE: District Councillor P Clementson, one member of the public and the Clerk - S F Dobbin.
18 – 07 Declarations of Interest
There were none.
19 - 07 Minutes of the previous meeting
On a proposal from Mr Bayley seconded by Mr Karn the minutes of the annual meeting held on 8 May 2007 were confirmed as a correct record and signed by the Chairman.
20 – 07 Matters arising
Earnley Mill (Minute 15 – 07 (v) (a))
The Clerk reported on his exchange of emails with officers of Chichester District Council about the rapidly deteriorating state of this Grade II listed building. He had been advised that, in the opinion of those officers, the weatherboarding would need replacing and the front part of the building made water and weather tight, as this would not survive through the winter. The owners had been contacted to advise them of this. The Council agreed that more pressure should be put on the District Council to take immediate action. The Clerk provided District Councillor Peter Clementson with all the background papers and he agreed to make representations at a high level at the District Council to ensure that this issue was dealt with as a priority matter. Action: District Councillor Peter Clementson.
21 – 07 Public Session
The Chairman invited comments from members of the public. There were none.
22 – 07 Reports from County and District Councillors
Councillor Clementson provided details of the District Council committees and working groups of which he is a member.
23 - 07 Finance and balances
The Clerk reported that the balances at 30 June 2007 totalled £3,000.10 represented by £151.15 in the Current Account and £2,848.95 invested in the Instant Access Reserve Account.
There had been two receipts since the last meeting being the refund from HM Revenue & Customs of VAT paid in 2006-07 in the sum of £105.25, and a quarter’s interest on the Instant Access Reserve Account in the sum of £13.10.
On a proposal from Mr Karn seconded by Ms Nugent it was agreed to pay the following accounts: £ S F Dobbin - Clerk’s salary for May and June 166.66 S F Dobbin – Clerk’s expenses for March to June 149.71 Chichester District Council – Charge for uncontested election 157.00 Sussex Associations of Local Councils – Chairman’s course 58.75
Councillors commented that the charge for the uncontested election appeared excessive but decided not to take further action.
24 - 07 Arrangements for internal audit
The Clerk reminded councillors that, at the last meeting, they had approved the Annual Governance Statement that accompanied the financial statements. Included within the governance statement was the requirement for the Council to maintain throughout each year an adequate and effective system of internal audit of the Council’s accounting records and control systems, and to carry out reviews of its effectiveness. The current internal auditor was happy to continue providing the service to the Council but it would be necessary to formalise the appointment and for the auditor to provide written reports to the Council. These reports would be in a standard format and would cover all the activities of the Council not just financial matters. The Council noted these requirements and asked the Clerk to prepare the necessary documents for the internal auditor. Action: Clerk.
25 - 07 Clerk’s Report
(i) The Safe Lanes initiative (Minute 13 – 07 (i))
Mr Bayley reported that it was proposed to invite all eleven parish councils on the Manhood Peninsula to a meeting to be held in October. The invitation would be issued jointly by Mr Bayley and Liz Smart of Sidlesham Parish Council. Mr Bayley agreed to report again to the next meeting of the Parish Council. Action: Mr Bayley.
(ii) Bus shelters (Minute 13 – 07 (ii))
The Clerk advised that it had not been possible to meet all the formalities required for a grant application to West Sussex County Council by the deadline set by that Council, namely 30 June. Mr Karn advised that he and the Clerk had looked at a new shelter erected in Sidlesham and that the same style would be appropriate to replace the dilapidated shelter in Bell Lane. On a proposal from Mr Norris seconded by Mr Karn it was agreed that the Clerk should obtain quotations for the supply and erection of a shelter which should include some “perch” type seating. In addition contact should be maintained with the County Council to see whether an application for grant funding could be made in the future. Action: Clerk.
District Councillor Peter Clementson left the meeting.
(iii) Public Rights of Way (Minute 13 – 07 (iii))
Mr Bayley reported that due to the restricted amount of information provided by the County Council it was not possible to identify all the maintenance work carried out. He advised that some maintenance had been carried out recently and this appeared to be satisfactory.
(iv) Sidlesham and Almodington Horticultural Development Area (HDA) (Minute 13 – 07 (iv))
The Council noted that this issue was ongoing and being considered by the District Council as part of the production of the Local Development Framework.
(v) Litter on the highway (Minute 13 – 07 (v))
Councillors advised that litter clearances had been carried out recently and that there were no current concerns about this service.
(vi) West Sussex County Council – Forward Plan of Key Decisions (Minute 13 – 07 (vi)
Councillors expressed their concerns on a number of items in the Forward Plan and asked the Clerk to provide a report for the next meeting. Action: Clerk.
(vii) Emergency Planning (Minute 13 – 07 (vii))
Mr Norris advised that he had not yet obtained from Mrs Kirby her copy of the existing emergency plan drawn up some years ago by the Parish Council, and that he would report back to a future meeting. Action: Mr Norris.
(viii) Parish Council website (Minute 13 – 07 (viii))
The Clerk provided outline information on a proposal sent to him by a local supplier of websites for parish councils. It was agreed that this should be circulated to all councillors, and to David Rusbridge, and that the subject be discussed at the September Council meeting. It was agreed that, if possible, updates on Neighbourhood Watch issues should be provided on the Council’s website. Action: Clerk.
(ix) Future agendas (Minute 13 – 07 (ix))
The Council agreed that the current format of agendas and the use of electronic communication for the distribution of information were operating well and that no changes were needed.
(x) Code of Conduct (Minute 03 – 07)
The Clerk reminded councillors that Paragraph 7 of the new model code was not mandatory for Parish Councils to include in their adopted code, but the Chichester District Council Solicitor had recommended that this paragraph be included as it refers to advice given by the Chief Financial Officer of the Parish Council (i.e. the Parish Clerk), the District Council’s Monitoring Officer, and the legal obligation in some cases to give reasons for decisions. This advice differed from that issued by the Standards Board. Paragraph 12(2) of the new model code was also not mandatory for Parish Councils to include in their adopted code but it gave members the opportunity to speak at meetings when they would otherwise be excluded, so paragraph 12(2) had been included in the code for adoption by the Parish Council.
At the last meeting it had been agreed to adopt the model code including paragraphs 7 and 12(2) and the General Principles of Conduct. However, it was further agreed that, if subsequent advice from either the Standards Board or the District Council was that paragraph 7 should be excluded, then the Clerk, on advice from the Chairman and Vice-Chairman, should exclude that paragraph from the adopted code.
The Clerk reported the further advice of the Standards Board that paragraph 7 of the model code should be excluded. Having obtained the agreement of the Chairman and Vice-Chairman the Clerk had advised the Standards Board that the Parish Council had adopted the model code with the addition of paragraph 12(2) and the exclusion of paragraph 7. Copies of the adopted code had been supplied to Chichester District Council and made available for inspection by members of the public.
(xi) Invitation to Action in Rural Sussex (AiRS) to attend a Council meeting (Minute 06 – 07(ii))
The Clerk reported that his discussions with officers of AiRS had concluded that, if they attended a meeting of the Parish Council, they would wish to make a presentation on Parish Plans and Village Design Statements. The Council agreed that this was not appropriate at this time and that the invitation should be deferred.
(xii) Noticeboard in Almodington Lane
The Clerk reported that the noticeboard, which was now very exposed to bad weather conditions, had broken in several places and that he had removed the remains of the doors. The Council considered replacing the noticeboard in a less exposed location such as the bus shelter near the junction of Batchmere Road and First Avenue or in the vicinity of the junction of Almodington Lane and Easton Lane. The Clerk was asked to investigate these two options and report back. Action: Clerk.
(xiii) West Sussex Rural Strategy consultation
The consultation documents had been circulated to all councillors on 4 June. The Council agreed that there were no comments to be made to the County Council.
(xiv) Local Biodiversity Action Plan
The Chairman suggested the creation of a local working party to develop an action plan for the area. On a proposal from Mr Karn seconded by Mr Harrington it was agreed to invite Sarah Hughes, the Action for Wildlife Project Officer, to address the next meeting of the Council in September and to ask her to discuss the practicalities of producing a local biodiversity plan. It was further agreed that, if she is able to accept the invitation, that the following should also be asked to send representatives to the meeting – RSPB, FWAG, NFU and CPRE. Action: Clerk.
Ms Nugent left the meeting.
(xv) “Welcome” letter for new residents
The Chairman suggested the production of a standard letter, to be delivered to all new residents of the parish, giving information about the Parish Council. The letter would be personalised and signed by the Chairman. It was agreed that the Chairman should produce a draft of the letter and circulate copies to councillors for comment. Action: Chairman.
26 - 07 Correspondence
The Clerk circulated a list of correspondence, some of which was to be circulated to Councillors. The Council noted these items.
(i) For information
WSCC – Posters advertising the South Chichester Local Committee meeting – 9 May 2007 CDC – “Initiatives” magazine – Spring 2007 AiRS – Directory of Support Services for Parish Councils AiRS – Details of Social Inclusion Grants ICIS – Promotional posters WSCC – West Sussex Carers Online – Promotional posters WSCC – 3in1 offer – Promotional posters NALC – Invitation to a Code of Conduct training day – Birmingham – 19 July 2007 Royal British Legion – “Legion in the Community” seminar details – Uckfield – 19 September 2007 Chichester & District Council of Voluntary Service – Information poster and leaflets Jazz Smugglers – Promotional leaflets WSCC – School governing bodies clerking agency details SALC – Three Counties Training programme for new councillors The Allotments Regeneration Initiative – introductory information Witterings & District 1st Responders – Letter of thanks for donation WSCC - West Sussex High Quality Waste Facilities Supplementary Planning Document WSCC – Bus Shelter grants scheme – Application pack MMVS – Notification of appointment on new Secretary Boing Boing Fun – Promotional leaflet WSCC – West Sussex Design and Sustainability Awards 2007 – Entry information CDC – “Initiatives” magazine – Summer 2007 SMP Playgrounds – Promotional leaflet Glasdon UK Limited – Promotional material ICIS – Information update and publication order form Kent County Council – Promotional letter for Grounds maintenance and related work Kompan Ltd. – Invitation to the Brighton Play Seminar CPRE – Notification of the AGM held at Plumpton College – 12 July 2007 Parkers Bulbs – Wholesale catalogue Environment Agency – Third newsletter on the Pagham to East Head consultation ICIS – Contact details WSCC – “Connections” newspaper – July 2007 WSCC – Posters advertising the South Chichester Local Committee meeting – 25 July 2007
(ii) For circulation
Paper copies circulated:
CVS Arunwide and Chichester & District CVS – Arun & Chichester Voice – April 2007 CPRE Sussex – Notification of a skills seminar – 2 October 2007 Clerks & Councils Direct – May 2007 West Sussex Sustainability Forum – Programme for 2007/08 West Sussex Public Partnership Forum – Partnership News – April 2007 South Coast Dredging Association – South coast regional marine aggregates environmental assessment – Scoping study WSCC – Community Grants scheme – application details West Sussex EESI Project – Introductory information CDC- Chichester District Council Local Biodiversity Action Plan 2007-2010 CPRE – Sussex Review – Summer 2007 CPRE – Fieldwork magazine – June 2007 Environment Agency – “Your Environment” – May to July 2007 Environment Agency – Flood supplement 2007 ICIS News – Summer 2007 Solent Forum – Solent News – Summer 2007 Environment Agency/DEFRA – Flood and Coastal Erosion Risk Management R&D – July 2007 CDC – Chichester in Partnership – Small Sparks newsletter – Issue 1 Clerks & Councils Direct – July 2007 Portsmouth Water Ltd. – Water Resources Update – Summer 2007 Local Council Review – July 2007 CPRE – Countryside Voice – Summer 2007 CDC – Agenda for a meeting of the Standards Committee – 6 July 2007 The Standards Board for England – The Code of Conduct – Guide for Members The Standards Board for England – The Code of Conduct – Pocket Guide WSCC – (Pagham) Harbour News – Summer 2007
Electronic messages sent:
CDC - Peninsula Forum Meeting - 6th June 2006 - Public Footpaths and Cycleways on the Peninsula SALC - Spring Newsletter - including new contact number and updates WSCC - Chichester & Midhurst area Bus Services Sussex Police - Mobile Police Station WSCC - Forward Plan No 73 - June 2007 to September 2007 West Sussex Sustainability Forum - Bike Week - Can you Get Involved? SALC - West Sussex Rural Strategy Consultation 13th June WSCC - Rural Strategy Consultation SALC - Planning White Paper – Consultation CPRE - Chewing the cud (CPRE Campaigns Update) CDC - Peninsula Forum Meeting update - 6th June 2007 SALC – Notes of a meeting between SALC and the Chief Constable of Sussex – 14 June 2007 West Sussex Sustainability Forum - Why not follow up Bike Week with the 10% Transport Challenge? ESPACE Project - A climate for change - Action Plan review – Date of meeting - 17 July 2007 Sussex Police - Challenge Programme Sussex Police - Chichester District Commander's Update - June 2007 WSCC - Forward Plan for July to October 2007 West Sussex Sustainability Forum - cancellation of meeting – 13 September 2007 CDC - LDF Update CPRE - Use your voice or lose your choice (CPRE Campaigns Update)
27 - 07 Planning
(i) Applications considered since the last meeting The Council had considered seven applications since the last meeting and had made the decisions recorded below.
(a) E/07/02307/FUL - Marsh Farm, Stoney Lane, Earnley Temporary permission for an additional 22 no. self storage units as part of the existing temporary storage units on the site. NO OBJECTION.
(b) E/07/02321/ELD - 120 Third Avenue, Almodington, Earnley Use of land as part of residential curtilage of 120 Third Avenue. NO COMMENT.
(c) E/07/002280/DOM - 3 Church Cottages, Clappers Lane, Earnley Side first floor extension and rear ground and first floor extension. OBJECTION. Reasons:- The Council considered that the recently permitted proposal for this property (E/06/04891/DOM) was a sensitive scheme, with the proposed extensions being visually subservient to the existing cottage. The current proposal does not meet the same standard. 3 Church Cottages already has the highest roof line of the group of three cottages and, in the opinion of the Council, the proposed scheme would make it too dominant. As such, it is considered that the scheme would be detrimental to the existing character of the cottage and detrimental to the character of the Conservation Area by virtue of the bulk of the proposed new building. The Council also objects to the loss of the existing chimney, which is implied in the submitted plans.
(d) E/07/02965/LBC - 3 Church Cottages, Clappers Lane, Earnley Side first floor extension and rear ground and first floor extension. OBJECTION. Reasons, see E/07/02280/DOM above.
(e) E/07/02882/COU - The Studio, formerly Greenacres, Almodington Lane, Almodington Change of use from builders store and office to B1 use. NO OBJECTION but COMMENT made that the Council would wish to have a condition imposed to safeguard the satisfactory retention of the existing screen planting.
(f) E/07/02969/LBC - Jasmine Cottage, Bell Lane, Earnley Replacement timber conservatory to rear. NO OBJECTION.
(g) E/07/02919/FUL - Witsend Nursery, Third Avenue, Earnley Construction of menage. NO OBJECTION but COMMENT made that the description of the proposed works implies the creation of a household. From the documents attached to the application it is probable that what is proposed is a manege, or just a sand-school. The Council asked that the description of the works be corrected. The Council would expect to see a condition attached to any approval limiting the use of the "sand-school" to private domestic use ancillary to the occupation of Witsend as a private dwellinghouse and for no commercial purpose.
(ii) Chichester District Council decisions The Council noted the following decisions which had been received since the last meeting:
(a) E/07/00632/FUL - Marsh Farm Barn, Drove Lane, EarnleyWorks to access to include the laying of scalpings. PERMIT.
(b) E/07/01213/FUL - 113 Second Avenue, Batchmere, Earnley Variation of condition 4 on planning permission E/04/02743/DOM to read "...shall be used for storage/home office purposes only.....". PERMIT with a Condition that the garage building shall not be used for any purpose other than as a private and domestic garage incidental to the enjoyment of the associated house and the first floor accommodation shall be used for storage/home office purposes only unless otherwise agreed by a grant of planning permission by the Local Planning Authority.
(c) E/07/01200/LBC - Jasmine Cottage, Bell Lane, Earnley Replace uPVC conservatory with timber conservatory and replace existing windows with timber double glazed windows. REFUSE. Reasons: The proposed replacement double glazed windows would be non-traditional and inappropriate by reason of their form and means of construction. The resulting appearance would be detrimental to the character and appearance of this Grade ll Listed Building. The proposal is therefore contrary to policies DEV1, CH1 and CH5 of the West Sussex Structure Plan 2001-2016 and policies BE5, BE11 and BE12 of the Chichester District Local Plan First Review 1999 which collectively seek to protect the best buildings and their settings from damage or unsympathetic development.
(d) E/07/01835/FUL - 113 Second Avenue, Batchmere, Earnley Demolition of existing farm buildings and construction of a new single storey dwelling. REFUSE. Summary of reasons:- The Local Planning Authority is not satisfied that a dwelling is justified for the functional requirements of the horticultural holding, furthermore there is no evidence of the financial soundness of the unit (both required by the tests set out in Annex A of PPS7). Therefore the proposal would involve the erection of a new dwelling house within the Rural Area contrary to polices LOC2, CH1 and NE8 of the West Sussex Structure Plan and policies RE1, RE2, and RE18 of the Chichester District Local Plan First Review 1999 which are designed to restrict new housing to the existing defined built up areas and to protect the character and appearance of the countryside from unjustified development. No other circumstances have been submitted in this case to justify an exception to the above policies. The proposal is for a large dwelling in excess of the guidance in The Chichester District Local Plan First Review (RE18 and paragraph 251). No evidence has been submitted to support the need for a dwelling of this size nor any financial evidence that the funding of a dwelling of this size can be supported and sustained by the business. The proposal is therefore contrary to Policy RE18 of The Chichester District Local Plan First Review and PPS7 Annex A (paragraph 9).
(e) E/07/02307/FUL - Marsh Farm, Stoney Lane, Earnley Temporary permission for an additional 22 no. self storage units as part of the existing temporary storage units on the site. PERMIT with 10 Conditions including: 1. The structures shall be removed on or before 30th June 2012 and the site restored to a condition to be agreed with the Local Planning Authority unless permission is granted by the Local Planning Authority or on appeal for continuance of the use beyond that date. 2. No external lighting shall be installed either on the structures or anywhere within the site unless agreed in writing with the Local Planning Authority. This exclusion shall not prohibit the installation of sensor-controlled security lighting which shall be designed and shielded to minimise light spillage beyond the site boundary. 3. The use of the structures shall be restricted to use as domestic self storage units only and the units shall not be used for any other purpose whatsoever without the prior written consent of the Local Planning Authority. 4. No development shall take place unless and until there has been submitted to and approved by the Local Planning Authority a scheme of landscaping, which shall include a planting plan. 5. Before the units are brought in to use space shall be laid out in accordance with details approved by the Local Planning Authority for the turning, loading and unloading, and parking of vehicles within the site and such space shall not be used for any other purposes for the duration of this permission.
(iii) Possible breaches of Planning Regulations
(a) Orchid Answers, 113 Second Avenue Mr Bayley reported that a problem had arisen with monthly sales of household items from this site. The matter had been dealt with by the District Council’s Enforcement Officers and the sales had ceased. The Clerk was asked to write to Shona Archer of the District Council, with copies to the local District Councillors, complimenting her on the speedy resolution of this problem. Action: Clerk.
(b) Marsh Barn Caravans (Minute 15 – 07 (iv) (a))
The Clerk advised that he had not yet drafted the letter to the District Council that had been proposed at the last meeting. Action: Clerk.
The Clerk advised the Council of the following information that had been provided to him by the District Council in respect of the following enquiries:
(c) Dragon Nursery, Third Avenue (Minute 15 – 07 (iv) (b))
The file on this issue had been passed to the Council’s Legal Department for review.
(d) Millside, Bell Lane, Somerley (Minute 15 – 07 (iv) (c))
The District Council had invited the owners to submit a planning application for the newly constructed brick wall. As no response had been received the matter was under review for possible further enforcement action.
A new possible contravention was brought to the attention of the Council.
(e) 132 Almodington Lane
It appeared that a new drive had been constructed with possible further building adaptations. It was agreed that Mr Karn would inspect the site and that he and Mr Bayley would advise the Clerk of their conclusions. If it appeared that there was a possible contravention then the Clerk would advise the District Council’s Enforcement officers. Action: Mr Bayley, Mr Karn and the Clerk.
(iv) Other planning matters
Planning White Paper consultation
Councillors expressed some concerns that the proposals in the White Paper could restrict the influence of parish councils in the planning process. Mr Karn advised that the relevant proposals for this locality mainly affected small new buildings and extensions which would not require planning permission in the future. It was unlikely that this would be a significant problem for Earnley. There were potential concerns that large projects could be considered, and approved, by planning authorities without reference to the views of parish councils. It was agreed that Mr Karn would review the consultation document with the notes prepared by Mr Bayley. Action: Mr Karn.
28 - 07 Reports
(i) South Chichester County Local Committee – 9 May
Mr Bayley provided a written report on his attendance at this meeting. He also advised the Council that the dates and times of forthcoming meetings of the Local Committee clashed with those of the Parish Council. This would mean that not only could he not attend the Local Committee meetings but that County Councillor Daws-Chew, who chairs meetings of the Local Committee, would not be present at parish council meetings. It was noted that there was a proposal that the areas covered by the County Local Committees could be re-aligned to fit with those of the District Council’s Forums.
(ii) Peninsula Community Forum – 6 June
Mr Karn provided a written report on his attendance at this meeting.
(iii) ESPACE – A climate for change meeting – 17 July
Mr Harrington reported that there had been some excellent speakers at this event; however, much of the meeting was taken up with the local community being told what had already been decided.
(iv) Chichester District Association of Local Councils meetings – 16 July
Mr Bayley reported that, at the annual meeting of the Sub-District, new officers had been elected and that it had been agreed to hold the next meeting in September at Selsey. At the meeting of the full District Association, Mike Kelley, of the District Council, had given a presentation on the new Code of Conduct and Trevor Leggo, of the Sussex Associations of Local Councils, spoke on the Planning White Paper consultation.
(v) Neighbourhood Watch
In the absence of Ms Nugent there was no report.
29 – 07 Pagham to East Head Coastal Defence Strategy
Councillors commented that the recent documents issued by the Environment Agency appeared to deliver a subliminal message that managed realignment of the coastline along the Medmerry frontage was inevitable. It was agreed to monitor future publications to ensure that they presented a balanced approach.
The meeting closed at 8.50 p.m.
Date..................................................... Chairman
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