MINUTES OF THE MEETING HELD ON WEDNESDAY 13 JULY 2005 AT 7.30PM IN THE REFECTORY, EASEBOURNE

Present: Mrs E Hamilton, Mr D Warner, Mr J Stringer, Mr B Gowar, Mrs J Deacon-Ford, Mr C Hill, Mr D Pack, Mr M Fay (CDC), Lt Col T Pemberton (WSCC) and the Clerk.

05/06

19 Apologies for absence: were received from Mrs A Marchand and Mr J Dabson.

20 The Minutes of the meeting held on 11th May 2005: were signed as a true record. All in favour.

21 Matters arising: in response to a letter sent to Allianz Cornhill, Minute 05/06 12e, the conditions of the Insurance policy, in connection with playground repairs, will be amended to agree with the timescale suggested by RoSPA.

22 Report from the County Councillor:

Mr Pemberton reported on the following:

A crime or anti-social behaviour: may be reported using the following telephone numbers:
All incidents of a non-emergency nature 0845 60 70 999
To give anonymous information about crime 0800 555 111
In an emergency 999
Noise pollution 01243 534601
Abandoned vehicles 01243 534610
Street cleaning and fly-tipping 01243 534548
Graffiti 01243 534802
Dogs 01243 534604
For advice from the Community Safety Team 01243 534801
Water Shortage: a list of water saving measures (from the Southern Water web site) was provided. A copy of this will be displayed on the Parish Council notice boards.
West Sussex Libraries: are helping in a pilot project called “Enquire” which is a 24 hour live “chat” and e-mail service to take questions from anywhere in the world. More information is available via the WSCC Libraries Home Page at www.westsussex.gov.uk/libraries and clicking on Enquiries/Ask a Librarian.
Grass Cutting Schedule: for the remainder of this year remains at seven cuts per year for urban areas and three cuts per year for rural areas. A list of dates was provided.

Mr Pemberton agreed to investigate several matters that were raised including;
Provision of a footpath from Budgenor Lodge north to join the existing footpath leading to the King Edward Hospital junction on the A286.
The reinstatement of the zigzag lines outside Easebourne Primary School, following their removal for road resurfacing some time ago.
Painting of the handrail on steps leading from High Path down to Dodsley Lane and also refurbishment of the wire fencing alongside High Path, both of which are in a poor condition.

23 Report from the District Councillor:

Mr Fay informed the meeting that the District Council leader was now Mr Andrew Smith and that the Farmers Markets had been re-launched. The Parish Council responded that the Farmers Market, held in Midhurst, was too infrequent. He also mentioned that applications, in respect of the new Licensing Laws, were being received very slowly.

24 Finance:

a) The following payments were noted (cheque numbers 800-)

363 - St Mary’s Church PCC, room hire (cheque cancelled)
364 - Allianz Cornhill, insurance 2005/2006 £637.63
365 - B Wegg, steps to notice board £50.00
366 - P Broadbent, Refectory room hire (replacement for 363) £51.00
367 - CDC, labels for delivery of United to every home £50.00
368 - Aylings Garden Centre, picnic table £90.00
369 - C Allan, Clerk’s salary 01.04.05 to 30.06.05 £875.00
369 - C Allan, Clerk’s travelling/telephone expenses £106.99
370 - R Martin, internal auditor £132.00
371 - R Wallis, burial ground maintenance 01.04.05 to 30.06.05 £569.65
372 - Glasdon. New litter bin and fixings £316.60

b/c) The acceptance of the audited accounts for the year ended 31st March 2005 and the approval of the Annual return was proposed by Mr Stringer and seconded by Mrs Deacon-Ford. All in favour. The Annual return was duly signed by the Chair and the RSO (Clerk)

d) The internal check of accounts for May and June 2005, by Mr Stringer, was noted.

e) It was noted that a Risk Assessment has been carried out for the year 2005/6
It was also noted that the charge for hiring the Refectory was being increased to £11.00 per hour from 1st September 2005, having remained the same for five years.
Mrs Hamilton quoted from the Internal Auditor’s report accompanying the accounts, that there had been commendable improvements effected since this time last year.

25 Planning:

The following planning decisions were noted EPC CDC
05/00943/FUL: Cowdray Golf Club, reconstruct tees 17/18 No obj Permit
05/00951/OUT: Acorn Press, Kings Drive, erect 4 houses No obj Refuse
05/01047/FUL: Cowdray Golf Club, extend implement store No obj Permit
05/01301/DOM: Merok, Dodsley Grove, conservatory & ext No obj Permit
05/01314/DOM: Willow House, Hollist Lane, conservatory No obj Permit
05/01056/DOM: 2 Hanover Court, Fox Road, conservatory No obj Permit
05/01491/LBC: The Lodge, Henley, alterations to cottage No obj Grant
05/01493/FUL: The Lodge, Henley, convert barn to dwelling No obj Permit
Budgenor Lodge: Mrs Hamilton reported that the revised plans for Budgenor Lodge were considered by the CDC Area Development Control Committee (north), at which she spoke in favour. This Committee unanimously approved the revised plans but they are to be referred to PARC (Planning Application Referral Committee) as the decision went against the officer’s recommendation. Clerk to write to PARC in support of the Area Development Control Committee (north)’s decision.

26 Reports from panels:

a) Playground.
The Council were advised that the new litter bin, picnic table and bench have now been fitted. The work is underway to resurface and extend the safety surfacing beneath the swings, together with other jobs, as arranged with Playsafe Playgrounds. Tree pruning has been carried out as has securing the gate between the playground and the Golf club for Insurance purposes. The RoSPA inspection should have been carried out during June and their report is awaited. A swing seat has been damaged and a replacement has been ordered.
b) Burial Ground.
For many years an Easebourne resident, Mr G Pollard, has mowed the grass verge leading to the burial ground. The Clerk was asked to write to Mr Pollard to express the Parish Council’s appreciation.
c) Footpaths.
Concern was expressed that the maps produced by WSCC may show the wrong line of footpath No 1109 near the Priory. Councillors to check this and Clerk will write to WSCC if necessary.
d) Grants.
A letter of thanks has been received from St Mary’s Church for the grant of £250, made by the Parish Council last year, towards the cost of a dishwasher for the Refectory. A request for a Grant has also been received from St Mary’s Church towards the cost of equipment for a new Baby and Toddler Group to be started in September 2005. Due to the lack of information regarding their exact requirements it was decided to defer the application until more details were available and the proposal could be put before the Grants Panel.

27 Village Action Plan:
a) Communication issues.
The July issue of “United” has been delivered to every household in the village, funded by the Parish Council. In due course we will report on the number of additional households now subscribing to the magazine. The steps to enable easier access to the Parish Council notice board at Dodsley Grove/Dodsley Lane have now been constructed. As there has been no objection to the re-siting of the notice board outside the Post Office estimates will be obtained for the purchase of a new, post mounted, notice board . The Parish Council web site is now operative and can be seen on www.easebourne.org.
b) Affordable Housing.
The July issue of “United” carried a Current Housing Needs Survey which we are carrying out on behalf of CDC. There were several responses to this and the survey will be repeated in the August edition of “United”. The information provided will be used to assess the viability of a possible site for affordable housing that may available in the near future.
c) Traffic Management.
County Councillor Mr Pemberton was unable to provide an update on the issues discussed at previous Council meetings but hopes to be able to report at the next meeting in September.

28 Cowdray Heritage Trust:
Mrs Hamilton, as a Trustee on behalf of the Parish Council, gave an update on the progress of the project.

29 Correspondence and dates for diaries:
No correspondence required discussion at the meeting.

The next Parish Council Meeting will be on Wednesday 14th September 2005 at 7.30pm in the Refectory. All parishioners are welcome to attend.

The meeting closed at 9.15pm