STORRINGTON & SULLINGTON PARISH COUNCIL
MINUTES OF THE COUNCIL MEETING  HELD IN THE CHANCTONBURY ROOM,
SULLINGTON PARISH HALL,
THAKEHAM ROAD, STORRINGTON,
ON WEDNESDAY, 27th MAY, 2009,
COMMENCING AT 7.00 p.m.


Present: Mrs. A. Worthington-Leese in the Chair, Mr. R. Carter, Mr. A. Head, Mrs G. King, Mr. J. Macey, Mr. A. Mullard, Mr. D. Roper, Mr. J. Sanson, Mrs. L. Wheatley.

In Attendance:  Mr. F. Wilkinson (County Councillor)
           1 Member of the Public
           1 Member of the Press.


1.    APOLOGIES FOR ABSENCE were received from Mr. E. Gibbons (prior engagement), Mr. R. Dawe and Mr. C. Mason (holidays).  The reasons for absence were duly ACCEPTED.

2.    RYDON SCHOOL PRESENTATION.  As there were no attendees on behalf of Rydon
    Community College, this item was postponed.

3.    TO ELECT A CHAIRMAN FOR THE ENSUING YEAR AND SIGNING OF DECLARATION OF ACCEPTANCE OF OFFICE.  Mr. A. Mullard Proposed Mr. R. Dawe in his absence, Seconded Mr. Atkins and it was UNANIMOUSLY AGREED :-

        That Mr. R. Dawe be Chairman for the ensuing year.

    Mr. Dawe would sign the Declaration of Acceptance of Office upon his return.

4.    TO ELECT A VICE-CHAIRMAN FOR THE ENSUING YEAR AND SIGNING OF DECLARATION OF ACCEPTANCE OF OFFICE.  Mr. J. Sanson Proposed Mrs. A. Worthington- Leese, Mr. A. Head Seconded and it was UNANIMOUSLY AGREED :-

        That Mrs. A. Worthington-Leese be Vice-Chairman for the ensuing year.

    Mrs. Worthington-Leese signed the Declaration of Acceptance of Office.

5.    TO CO-OPT A COUNCILLOR IN ORDER TO FILL ONE OF THE CASUAL VACANCIES – SULLINGTON WARD.  There had been two applications for the vacancy and a letter had been presented by Mr. Gilham.  Mr. R. Jerman was in attendance and gave a brief presentation expressing his interest in becoming a Member of this Council.  A signed ballot was held and the vote was: Mr. Gilham 0, Mr. Jerman 9.

    Mr. Jerman duly joined the meeting and signed the Declaration of Acceptance of Office.

6.    TO APPOINT MEMBERSHIP OF THE FOLLOWING COMMITTEES FOR THE YEAR :-
(a)    Infrastructure, Communications and Environment.  It was AGREED that membership of this Committee should be as follows :-

        Mr. D. Atkins        Mr. R. Carter        Mr. R. Dawe       
     Mr. E. Gibbons    Mr. A. Head        Mr. D. Roper       
     Mr. J Sanson

(b)    Recreation and Property.  It was AGREED that membership of this Committee should be as follows :-

        Mr. R. Carter        Mr. R. Dawe        Mr. A Head
Mr. C. Mason        Mr. D. Roper        Mrs. L. Wheatley   
Mrs. A. Worthington-Leese.

(c)    Planning and Development.  It was AGREED that membership of this Committee should be as follows :-

        Mr. R. Dawe        Mr. R Jerman        Mrs. G. King
        Mr. J. Macey        Mr. A. Mullard    Mr. D Roper
Mrs. L. Wheatley        Mrs. A. Worthington-Leese.

    (d)    Finance and Budget.  (Made up of Chairman and Vice-Chairman of Council and Committees).

7.    TO APPOINT REPRESENTATIVES TO SERVE ON THE FOLLOWING OUTSIDE BODIES :-
(a)    Horsham and District Association of Local Councils – Mr. Mullard, Mr. Atkins and Mrs. King.
(b)    Storrington and District Twinning Association – Mr. Roper.
(c)    Horsham Four Towns Healthcheck Partnership – Mr. Carter.
(d)    Police Matters – Mr. Gibbons
(e)    Sandgate and Wiggonholt Conservation – Mr. Macey and Mr. Jerman
(f)    Storrington First School – Mr. Williams.

8.     TO RECEIVE DECLARATIONS OF INTEREST FROM MEMBERS.  There were no declarations of interest.

9.    POLICE MATTERS.  Mrs Worthington-Leese read out her letter of 7th May to the police regarding the speeding problems along Fryern Road and referred to the response received from the Road Policing Unit – all Councillors had received a copy of this response ahead of the meeting.  Members expressed disappointment that the police were unable to carry out speed detection exercises due to health and safety regulations, relating to the absence of footpaths along Fryern Road.  Mrs. Worthington-Leese commented that if there was a footpath, the road width would be reduced, which would ensure drivers slowed down.  Mr. Wilkinson agreed to continue his crusade for pinch points.  He also mentioned that speed limits were agreed between County and the Police in order that the Police could enforce them. 

Mr Wilkinson was given a copy of the two letters and agreed to continue to pursue the Police as he was not really satisfied with their enforcement of the situation.  Frank would be attending a meeting in a couple of weeks to discuss all traffic problems and speeding issues  and would suggest at this meeting that a member of the Parish Council attended – Mr. A. Head volunteered.  
 
It was AGREED:-

            That copies of Mrs. Worthington-Leese’s letter along with the Police Report
         be sent to both West Chiltington and Pulborough Parish Councils
        asking them if they could place an article in their newsletters,                 highlighting the dangers of speeding along Fryern Road .

10.    TO APPROVE AND SIGN THE MINUTES OF THE PARISH COUNCIL MEETING HELD ON THE 29TH APRIL, 2009.  Minute 247 (b) should read "and ask HIM to be in Parliament…" With this amendment, the Minutes were duly AGREED to be a correct record of the proceedings thereat and were duly signed by the Chairman.

11.    MATTERS ARISING :-

12.    Minute No. 241: Portsmouth FC Public Liability Insurance Update.  It was reported that
the requested completed documents had not been received and decided that in future these documents should be received prior to their use of the ground.

13.     Minute No. 247 (d) H.A.L.C AGM.   Mrs. King reported that she and Mr. Atkins had
    attended this meeting and subjects included: Planning and Liaison, Community Facilities,
    the importance of Audit Trails and the use of S.106 funds.  She also reported that the Power of Wellbeing cost £10 per Councillor, that 80% of Councillors needed this and there was a possibility that this training could be put on-line…making it easy for Councillors to access.  The next meeting would be held in Ashington in July.  H.A.L.C were looking for Parish Councils to host future meetings at their halls.
   
14.    TO RECEIVE AND IF APPROVED TO ADOPT THE MINUTES OF THE FOLLOWING COMMITTEE MEETINGS:-

(a)    Infrastructure, Communications and Environment Committee Meeting held on the 6th May, 2009.  With regard to minute number 67b, Mr. Sanson reported that a local Working Party would be formed (to include the Rotary Club and the Round Table) to discuss the Christmas Late Night Shopping Event and start moving things forward. These were duly ADOPTED.

(b)         Recreation and Property Committee Meeting held on the 6th May, 2009. 
These were duly ADOPTED.  With regard to minute number 135, Mrs. Wheatley reported that a meeting had taken place on 14th May between Mr. C. Mason, the police and local residents regarding the anti-social behaviour at the Sullington Recreation Ground.

It appeared that both the police and local residents were opposed to the proposed youth shelter which was currently awaiting planning permission.  Mrs Wheatley asked Members for their thoughts and it was felt that as this was the one piece of equipment that the local youths had specifically requested and it would be very disappointing if permission were not granted.  The main opposition related to the potential for further anti-social behaviour in the form of underage drinking and noise and Members commented that should this be the case, the police should be dealing with the offenders instead of objecting to a facility that might encourage use by a wider community.  It was AGREED:-

    That the office would speak with H.D.C. to find out if the Planning Application was likely to go to their Development Control Committee and if so, when. Also a letter should be sent to the police stating that we understood they were not happy with the proposed Youth Shelter and asking for their comments.  A copy of this letter should be sent to Greg Charman.

With reference to minute number 142. – Allotments, Mrs. Wheatley gave a brief update regarding the Amberley Road Lease and the plots at Ravenscroft.  Both these items were on the Recreation and Property Committee Agenda for next Wednesday (3rd June).

15.    COUNTY AND DISTRICT COUNCIL MATTERS.  Mr. Wilkinson reported that
    repairs to the Manley's Hill imprint would take place during the evening of the 30th May
    2009.

    A meeting had taken place between Highways Engineers, Mr. Wilkinson and Mr. Mason
    regarding the parking issues at Hawthorn Way and following discussion with District Councillors, a further meeting was planned for the coming weeks.  Residents of Hawthorn Way had been consulted and were being kept informed of progress.  A further meeting would be held in two weeks time as further responses had been received from District colleagues on a proposed way forward.

    Members raised concerns regarding the potential impact that the proposed Waitrose development would have on traffic.  Mr. Wilkinson explained that this was still a work in progress and it was reported that the developers intended to exhibit the plans at the Parish Hall in June.

    Mr. Wilkinson then left the meeting.

    Mr. Sanson reported that progress regarding Riverside Walk had been delayed due to it being passed to H.D.C.’s Legal Department.

16.    ITEMS AVAILABLE FOR COUNCILLORS TO READ :-

(a)    Action In Rural Sussex – Newsletter No. 14.  Available in the Parish Office

(b)    Storrington & Sullington Community Partnership – Annual Report 2008.  Available in the Parish Office.

(c)    Western Sussex Hospitals NHS Trust - merger.  Mr. Roper took this to read.

17.       CLERK’S CORRESPONDENCE :-

(a)    Boundary between rear of 8 Rowan Close and the District Council’s adjacent Land.  It was reported that Horsham District Council had written to the residents of 8, Rowan Close, instructing them to reinstate the rear boundary fence and that a further inspection would take place on 1st June 2009.

(b)    Purple Bus- request to operate from The Parish Hall.  It was reported that the Purple Bus was currently operating from the Leisure Centre Car Park but due to the lack of young people attending, the Youth Workers had requested that they be allowed to re-locate to The Parish Hall Car Park on Wednesday evenings between 7 & 9pm.  Members were advised that this would coincide with a number of bookings at the hall and therefore the request could not be granted.

(c)     Special Meeting of Horsham District Community Partnership (HDCP). Members were advised that the next meeting would be held on Thursday 25th June at 6pm.

(d)    Horsham District Council Civic Service.  Members were advised that Horsham District Council’s Civic Service would be held on Sunday 21st June from 6:30pm.

(e)    Institute of Local Council Management.  Members congratulated the Clerk on becoming a Fellow of the Institute of Local Council Management.  It was agreed that a letter of congratulations should be sent to her.


18.    CHAIRMAN’S ANNOUNCEMENTS AND ANY URGENT MATTERS.  There were no announcements. 

19.          TO APPROVE THE ANNUAL RETURN AND ACCOUNTS FOR THE YEAR ENDED 31ST MARCH 2009 AND TO AUTHORISE THE CHAIRMAN TO SIGN THESE.  This report had been distributed to Members and authorisation was given to the Chairman to sign.

20.    TO CONSIDER RENEWAL OF INSURANCE. The renewal premium of the existing policy had been received for the amount of £7,663.51.  To increase the sum insured for Office Contents to £10,000 would increase the premium by £18.85 inclusive of Insurance Premium Tax.  Mr. Sanson commented that the contents cover should be increased to £20,000.  To add increased Cost of Working to £25,000 would be an additional premium of £39.38 and for £50,000 it would be £78.75. It was UNANIMOUSLY AGREED:-
   
            To accept the renewal quote, increase the Office Contents to £10,000
            and increase the Cost of Working sum insured to £50,000.  Total cost of
    renewal £7,761.11.  A quotation should be obtained for the increase of Office     contents to £20,000.

21.    TO CONSIDER PURCHASE OF ADDITIONAL PLANTER TROUGHS.  Members had been advised that the cost of troughs bearing the stork emblem was £980.00 each plus VAT.  The cost of the troughs without the emblem was £850 each plus VAT.  A carriage cost of £108 plus VAT would also be charged for each item. It was UNANIMOUSLY AGREED:-

To purchase three troughs bearing the Stork emblem (providing permission is received from W.S.C.C) at a total cost of     £2,940 plus VAT and total carriage cost of £324 plus VAT.  (Highway Act 1980 s 96).
 
22.    UP-DATE OF MEMBERS REGISTER OF INTERESTS.  Members were reminded of the importance of completing this document as copies had to be sent to HDC.

23.    ACCOUNTS TO BE PAID in the sum of £13,953.30 plus VAT.  The accounts were duly APPROVED.

24.    BANK RECONCILIATION.  This was duly NOTED.

25.    ADJOURNMENT.  No matters were raised.

26.    DATE OF NEXT MEETING – Wednesday, 24th June, 2009

27.    TO CONFIRM THE NORMAL PROGRAMME OF MEETINGS – Council on last Wednesday in each month, Infrastructure, Communications & Environment and Recreation and Property on the first Wednesday in each month and Planning & Development on the second Thursday in each month.  AGREED.

    The Press and Public were duly excluded from attendance during the next item due to the confidential nature of the business to be transacted.

28.    TO CONSIDER APPOINTING ANOTHER HONORARY CITIZEN. 

       
There being no further business the meeting closed at 9.10 p.m.