STORRINGTON & SULLINGTON PARISH COUNCIL
MINUTES OF THE COUNCIL MEETING
HELD IN THE CHANCTONBURY ROOM,
SULLINGTON PARISH HALL,
THAKEHAM ROAD, STORRINGTON,
ON THURSDAY, 24th SEPTEMBER, 2008,
COMMENCING AT 7.00 p.m.

Present: Mr. R. Dawe in the Chair, Mr. D. Atkins, Mr. R. Carter, Mrs. C. Davison, Mr. A. Head, Mrs. G. King, Mr. J. Macey, Mr. C. Mason, Mr. D. Roper, Mr. J. Sanson, Mrs. L. Wheatley and Mrs. A. Worthington-Leese.

In Attendance:   Mr. F. Wilkinson (County Councillor)
Mr. P. Mackie and Mr. P. Herbertson – Storrington & Sullington Community           Partnership and 1 Member of the Public.

84.    APOLOGIES FOR ABSENCE were received from Mr. A. Mullard (ill) and Mr. E. Gibbons (attending another meeting).  The reasons for absence were duly ACCEPTED. 

85.    TO RECEIVE DECLARATIONS OF INTEREST FROM MEMBERS.  There were no declarations of interest from Members. 

86.    POLICE MATTERS.  There was no Police presence, but an e-mail had been received advising that with effect from the 22nd September, CI Steve Black would be replaced by DCI Steve Biglands.

87.    TO APPROVE AND SIGN THE MINUTES OF THE PARISH COUNCIL MEETING HELD ON THE 23rd JULY, 2008.  Minute No. 82 should read ‘Kingsland’ not ‘Kingsmead’.  With this amendment the Minutes were duly AGREED to be a correct record of the proceedings thereat and were duly signed by the Chairman.

88.    COMMUNITY PARTNERSHIP AND FORGE HOUSE.  Mr. Mackie gave a presentation about the Storrington Partnership.

He reported that the Trustees of the Partnership were Mr. P. Mackie, Mrs. H. Walker, Mr. P. Herbertson and Mr. D. Norman.  One advantage of their being a registered charity was that potential funding sources were extended.  Having this status was saving them money as they no longer had to pay non-domestic rates for Forge House.   Forge House was fully funded for running costs until the end of next year.  The Children’s and Young Peoples Service had been very co-operative and helpful.  There were extra volunteers on their Management Committee and it was running very smoothly.  Two leaflets about Forge House were available that detailed the activities that took place.  There were 16 drop-ins a day and they are either in a position to signpost people to where they can get help or to give help directly.  There were two disappointments: Originally there was a promise of usage by the Police to enable a greater attendance within the village and usage by the unit for domestic violence management and neither had materialized.  One problem was that there was a constant turnover of Police officers.  Among the initiatives with the Youth Service they were trying to deal with attracting the youth that do not naturally get involved in organized clubs and societies by outreach and they were encouraging various drop-ins such as the Purple Bus, Snack Wagon, United Bus and Health Bus. 

    Lodge Hill was a place where young people and families can go for time away from home to do such things as team building.  The Partnership was trying to set up in collaboration with the Rotary Club days away for some children.  There was also outreach to young “not in education, employment or training” (NEETS) and they were trying to set up a one night, two day experience for small groups and this would be funded by the Rotary Club.  The N.E.E.Ts dropped into Forge House to use computers, but have to sign a contract to get supervision and access to the internet. 

    The Partnership had made progress on social integration and care for the elderly and young.  There was a Befriender scheme that visited elderly people in their homes giving companionship and a degree of help if they could. 

    Public transport was an area where the Partnership was trying to achieve local circular routes to provide a joined up service.  Mr. Mackie was not convinced that the minibus scheme was used as flexibly as it could be and this was something to be looked at.  There was no traders group in the village, but there were local economy problems. 

The Partnership has been active in looking at putting CCTV in the village centre and it is noted that the Village Vote was marginally in favour so this maybe needed looking at, but it would be expensive.   The suggested cameras could move about and be set up at hot spots. The system would be on broadband and connected to Horsham Police Station where it would be monitored at all times.  There was a need to ascertain what funding was available.      

    Action in rural Sussex advisors were to come out and see how services were being delivered in the village and to see whether there were better ways of accessing these that should be employed.  The question was asked: “is another Plan to refresh ideas and planning across a range of issues within the village required?  Are there new issues, old ones still of concern, to pick up on and take forward?”  This was something that perhaps the Partnership and Parish should be working on collectively in consultation with the community. 

    The capacity within Forge House was limited and needed close management.  Further down the road there would be a need to talk about the village design and the Old Mill Diamond.  The point had been made to H.D.C., planning people that a complete overview was required and not just accept a Waitrose plan in isolation as there was a great deal of dead space where perhaps a decent sized multi-purpose building could go.

    Mr. Herbertson mentioned that there were always at least two people in Forge House and the paid staff (funded by W.S.C.C.) were supported by volunteers.  These people provided a high level of service, not just information, and they were building relationships within the community.  That was what was sustainable in the long run.
 
    MATTERS ARISING :-

89.    Minute No. 70: Dishwasher – Operational procedures had been ascertained and the machine was installed and being used.

90.    Minute No. 72: Summit meeting regarding Crime and Reduction had now been arranged for 8th October, 2008.

91.    Minute No. 76: West Sussex Electoral Review – Acknowledgement by the Boundary Committee for England.

92.    Minute No. 82: Adjournment – Update on graffiti and rubbish at Kingsland Close.  The hedges were extremely overgrown making the footpath a tunnel where youngsters gathered and dropped considerable quantities of litter.  W.S.C.C., had been requested to get the hedges cut back.  There was a large quantity of graffiti and H.D.C., were to arrange cleaning of this.  The litter had been cleared and the contractor would pay special attention to this area.  The surface was considered hazardous as it was very slippery.  Mr. Wilkinson should be sent details.

93.    Minute No. 82: Adjournment – Allotments – A Working Party had now been formed and would report directly to the Recreation and Property Committee.  The brief of the Working Party was to look at the proposal from SAGA and see how this would fit in with the aspirations of the Parish Council.

94.    TO RECEIVE AND IF APPROVED TO ADOPT THE MINUTES OF THE FOLLOWING COMMITTEE MEETINGS:-

(a)    Planning and Development Committee Meeting held on the 10th September, 2008.  These minutes were duly ADOPTED.

(b)    Infrastructure, Communications and Environment Committee Meeting held on the 11th September, 2008.  It was reported that our insurers had appointed a new solicitor to work on the pond matter and they were trying to get information from the County Council.  Mr. Wilkinson would follow up the letter to W.S.C.C., regarding payment for remedial work and new equipment that had been purchased.

Our three District Councillors had met with the Chief Executive and Directors of H.D.C.  They were informed that the funds available to this Council towards Christmas lighting 2008 had gone up by £600, which they felt was a step in the right direction.  A meeting had been held with the officer responsible for promoting town and village centres in the district and he was attempting to get some life back into the traders group.

With regard to Farmers Markets Mr. Mortimer-Cook of H.D.C., would come back with proposals and the type of stalls that would be available.

These minutes were duly ADOPTED.

(c)    Recreation and Property Committee Meeting held on the 11th September, 2008.  It was reported that it was hoped that the final legalities would be sorted out this week and that work on Riverside Walk would start before winter sets in.  The sum of £15,000 had been allocated by H.D.C., towards the de-silting of the Mill Pond, but a similar amount still had to be found.  The Environment Agency would have to issue a licence to do the work and could be a source of funding.  The work was planned for next spring.  The concern had been raised with H.D.C., that there could be a risk of flooding and hence some interim dredging could be undertaken up stream  to  try  and alleviate that.  It was felt the siphon under the road would need to be checked at the same time.  There was a need to keep an eye on the rat situation at Mill Pond.
   
    It was reported that following the completion of the drainage and levelling work on the Cricket Field at Storrington Recreation Ground, the area had been taped off and signs erected asking the public to keep off it to allow the grass to grow.

These minutes were duly ADOPTED.

95.    COUNTY AND DISTRICT COUNCIL MATTERS.  Mr. Wilkinson (County Councillor) reported that the village enhancement scheme had been a great success and he thought everybody should be congratulated.  Good comments were being received.  It was mentioned by Members that these improvements served to highlight other sections of footway that had not been done, i.e., outside Byne House where there was also a danger from mirrors on lorries, West Street to Tesco’s Roundabout, North Street to the Library.   

    Mr. Wilkinson had received letters about speeding traffic and heavy lorries on the four access roads into Storrington.  He requested the Parish Council to write to W.S.C.C., pointing out the fact that complaints were being received about this and request that they re-assess the situation in Amberley Road, Fryern Road, Manleys Hill and Pulborough Road.  Mr. Wilkinson would then be able to start pushing for a review.  It was AGREED that the Clerk should write about the speed and volume of traffic.

    W.S.C.C., were to sign the contract next March with the preferred bidder (BIFFA) for disposal of waste.  The site at Warnham was capable of handling 300,000 tonnes of household waste and after recycling, that capacity would not be required as recycling was already at 40%.  In reply to a question, Mr. Wilkinson said that the site at  Rock Common, Washington, was not in the West Sussex Waste Local Plan for landfill use - a commercial company was putting in a planning application.  W.S.C.C. Planning Committee would look at that application in November or December and make a decision.  It was believed that everything that could be done had been done by those against the application.

    It was reported that the triangle at the junction of Fern Road/Monastery Lane was badly cut up.  Mr. Wilkinson would get that looked at.

    The A.27 bridge at Arundel was being closed at weekends and all the traffic was coming through Storrington and there was gridlock.  This was a Highway Agency road therefore the County Council could complain, but could not actually do anything.  It was hoped this bridge would only be closed for three more weekends.

    The District Councillors reported that Storrington was about to be declared a Dangerous Air Pollution Zone, with readings 20% worse than the previous ones.  The District Council would have to ask W.S.C.C., what they were going to do and would have to come up with a response.  The District Council powers of enforcement were relatively weak, but the County Council has to make some effort to try and do something about the problem, e.g., diverting heavy lorries.  The more sophisticated monitoring system had still not been installed.  In Cumbria they had restricted a main ‘A’ road to use by vehicles only up to 7½ tonnes.
 

96.    ITEMS AVAILABLE FOR COUNCILLORS TO READ (copies in the Parish Office) :-
    (a)    H.M. Government – Youth Crime Action Plan 2008.
    (b)    Tackling Drugs Changing Lives Awards 2008 – A Guide to Promoting the Awards.
    (c)    South Downs Living Magazine. 
    (d)    South Downs Focus Magazine. 
    (e)    Horsham Leisure Link – Residential Homes Newsletter.
    (f)    H.D.C. Food & Workplace Safety Newsletter.
    (g)    Communities and Local Government – Communities in control.
    (h)    St. Barnabas Life. 

97.    CLERK’S CORRESPONDENCE :-
(a)    Storrington & Sullington Community Partnership had become a Company Limited by Guarantee and a Registered Charity.
(b)    Invitation to all Parish Councillors to attend The Woodhorn Group Ltd., Open Day at Tangmere Recycling Site, Sunday, 28th September, 2008 between 10.00 a.m. and 4.00 p.m.   
(c)    Action in rural Sussex – A.G.M., Friday, 7th November, 2008.
(d)    Storrington & District Museum Society letter regarding grant.  Following discussion Mr. Roper Proposed; Seconded Mr. Macey and UNANIMOUSLY AGREED :-

    To offer the sum of £1,000 a year for a three-year period unless the status of the Museum should change or additional funding be found.  A copy of their audited accounts should be received annually.

    It was also agreed to put an item on the next Planning & Development Committee agenda: To look into Listing the Old School.

98.    CHAIRMAN’S ANNOUNCEMENTS AND ANY URGENT MATTERS. 
(a)    Place Matters – the definitive assembly for larger councils in 2008 would be held on 20th and 21st November at The Hotel Russell, London.  It was not felt appropriate to attend.
(b)    Communities and Local Government consultation on Enforcement of Byelaws.  Mr. Head took this document to read.
(c)    W.S.C.C., proposed projects for funding from S.106 contributions.  The Parish has been invited to make suggestions as to where the Storrington monies could be spent.  These had to relate to walking, cycling, public transport.  Suggestions were :-

(i)    A zebra crossing from the School to the Leisure Centre.
(ii)    Footpath outside Byne House, Manleys Hill.
(iii)    Speed reduction measure or pavement, Fryern Road.

99.    TO CONSIDER THE FOLLOWING REQUESTS FOR DONATIONS :-
(a)    Victim Support Sussex.  Mr. Dawe Proposed; Seconded Mr. Roper and UNANIMOUSLY AGREED :-

        To donate the sum of £150.  {Local Government Act 1972, S.137)

(b)    Samaritans.  Mr. Dawe Proposed; Seconded Mr. Roper and UNANIMOULSY AGREED :-

        To donate the sum of £150.  (Local Government Act 1972, S.137)

(c)    Remembrance Sunday (9th November, at 2.55 p.m.) for Wreaths and Refreshments.  Mr. Roper Proposed; Seconded Mr. Head and UNANIMOUSLY AGREED :-

    To donate the sum of £150.00 towards the cost of refreshments and also to pay for two wreaths.  (Local Government Act 1972, S.137)

    (d)    Worthing & District Branch Alzheimer’s Society.  It was decided not to donate.

    (e)    Children with Leukaemia.   It was decided not to donate.

100.    TO CONSIDER THE CLERK AND/OR OTHER STAFF ATTENDING THE REGIONAL CONFERENCE AT UCKFIELD ON THE 12TH NOVEMBER, 2008.  Following discussion it was AGREED :-

    That the Clerk and Assistant Clerk, Tracey Mockler, should attend this conference at a cost of £100.00. 

101.    TO COMMENT ON THE NEW BUS SERVICE 71.  This bus service was on Wednesdays when there was already another bus service to Chichester.  It was considered that this service would be more appropriate on a different day of the week when it would not conflict with another service.

102.    TO APPOINT A REPRESENTATIVE TO ATTEND THE HORSHAM DISTRICT COMMUNITY PARTNERSHIP MEETING – THE FUTURE OF HORSHAM DISTRICT MEETINGS.  Mr. Carter was duly appointed.

103.    PLASTIC BAG FREE CAMPAIGN.  Details of how Henfield had gone about becoming plastic bag free had been obtained and were read to the meeting.  Following discussion it was AGREED :-

    To write to Somerfield, Boots, Tescos, Bunces, Drug Store and Off Licence and ask what plans they have to phase out the use of plastic bags, giving reasons why the Council want them phased out in order to see what their responses were.

104.    W.S.C.C. MOBILE HOUSEHOLD WASTE SERVICE IN THE CHANCTONBURY AREA.  A copy of the letter from W.S.C.C., detailing the revised service was tabled.

105.    TO CONSIDER THE RECOMMENDATION OF THE INFRASTRUCTURE, COMMUNICATIONS AND ENVIRONMENT COMMITTEE RE: ENVIRONMENTAL CLEANSING GRANT.  Following discussion Mr. Roper Proposed; Seconded Mrs. Worthington-Leese and UNANIMOUSLY AGREED :-

That a letter should be written to H.D.C., expressing this Council’s concerns that they should notify the amount of the grant award six months through the financial year, especially when the figure is substantially lower than that requested and the litter clearance rota had been worked out in close collaboration with H.D.C.

Environmental cleansing is a District Council function and H.D.C’s duty to provide to the standards as laid out in various legislation such as Section 89 of the Environmental Protection Act 1990 (as amended by the Clean Neighbourhoods and Environment Act 2005).  When the District Council first delegated the function for this to the Parishes, the Parishes received 100% of the amount that they claimed.  However, over the years this had got substantially smaller and smaller and in fact is now subject to V.A.T., leading to additional administration costs.  Effectively this is double taxation.  The funds received to undertake this function have reduced and yet their department constantly criticizes the standard achieved.  

The Parish Council would be interested to learn from H.D.C., what the budget for environmental cleansing is in respect of Horsham town during the current financial year and also what money was expended on Horsham five years ago.  

This Council is a Quality Parish Council and as such, delegated functions should be accompanied by full recompense for that service to the level required under the Code of Practice on Litter and Refuse and other legislation that comes with that power.   After all any delegation of duties/responsibilities saves H.D.C., time, manpower and money. 

Bearing in mind all the above, it was RESOLVED that :-

Unfortunately the Council feels there is no option available to them other than to give H.D.C., notice that this Council will no longer accept delegation of this power or any liability in this respect with effect from 31st December, 2008 unless assurance is received that full payment would be received from H.D.C.  Should no such agreement be achieved, this Parish Council would withdraw the service on the above-mentioned date.  However, should the necessity arise, the Council would like to engage with H.D.C., to make sure that there is a smooth transition of this service.

106.    ACCOUNTS TO BE PAID in the sum of £14,816.25 were duly AGREED. 

107.    BANK RECONCILIATIONS.  The bank reconciliations were duly NOTED.

108.    CHANGE OF BANK ACCOUNT.  All the banks in the village had been contacted and HSBC was the only bank that would give the Parish Council free banking.  It was, therefore, UNANIMOUSLY AGREED :-

    To close the Council’s account with Nat West and to open an account with HSBC.  The bank signatories should be Mr. R. Dawe, Mr. D. Roper, Mr. J. Sanson, Mrs. A. Worthington-Leese.

109.    ADJOURNMENT – No matters were raised.

110.    DATE OF NEXT MEETING – Wednesday, 29th October, 2008.

There being no further business the meeting closed at 10.00 p.m.