EARNLEY PARISH COUNCIL MINUTES OF THE MEETING OF EARNLEY PARISH COUNCIL HELD ON 22 nd SEPTEMBER 2016 PRESENT: Cllrs. Keith Martin(Chairman), Chris Charter (Vice Chair), Sandy Simpson, John Stant, and Robert Carey. In attendance: Mrs Louise Chater (Clerk) and two members of public. 96.16 PUBLIC QUESTION TIME ON MATTERS ON THE AGENDA None. 97.16 APOLOGIES AND REASONS FOR ABSENCE County Cllr. Montyn car problems. 98.16 COUNTY COUNCILLOR S REPORT No report received. 99.16 DISTRICT COUNCILLORS REPORT No report received. 100.16 CODE OF CONDUCT 1. Declarations of Interest on items included on the agenda none. 2. Dispensation requests none. 101.16 MINUTES On a proposal by Cllr. Charter, it was RESOLVED to agree and sign the minutes of the meeting held on 28 th July 2016 and the extra-ordinary meeting held on 1 st September 2016; this was duly completed. 102.16 MATTERS ARISING FROM THE MINUTES NOT ALREADY ON THE AGENDA None. 103.16 FINANCE a) Bank Balances as at date of meeting - 19,029.35 b) Approval of Parish Council payments and authority to sign cheques On a proposal by Cllr. Charter it was RESOLVED to make payment and sign the cheques as listed below: Direct Debit Anvil Mobile Ltd 10.75 dd Anvil Mobile Ltd 10.78 dd Direct Payment Louise Chater 1019.05 parish council phone - August 2016 parish council phone - September 2016 authorisation code authorisation code 218355324 1209051 salary - August 2016 1
Louise Chater 69.30 West Sussex County Council 374.25 EWBPC 29.50 Bizcard UK 30.00 Staples 7.98 HMRC 490.83 Mrs Louise Chater 434.15 Cheque Payment : 298335396 Expenses 298335396 pension - August 298335396 invoice 0033 hall hire 298335396 Invoice 003 A27 letter 298335396 paper 298335396 PAYE 298335396 Salary - September 2016 cheque No Land Registry 4.00 300320 land adjacent to 10 Bookers Lane Diane Malley 34.00 300321 payroll services PKF Littlejohn Ltd 120.00 300322 audit fees EWBPC 7.00 300323 Invoice 0049 hall hire EWBPC 50.00 300324 Invoice 0071 hall hire Mrs Louise Chater 82.42 300325 Expenses SSALC 66.00 300326 Training fees c) Internal Audit report year ended 31 st March 2016 the amended report had been received and on a proposal by Cllr. Stant it was RESOLVED to accept the report. d) External auditor certificate and report year ended 31 st March 2016 it was noted that auditor had reported on the basis of our review of the annual return, in our opinion the information in the annual return is in accordance with proper practices and no matters have come to our attention giving cause for concern that relevant legislation and regulatory requirements have not been met e) Notice of conclusion of Audit the Clerk reported that she had uploaded the report to the website and placed a true copy on the noticeboards. f) Internal Audit year ended 31 March 2017 in line with the Public Sector Internal Standards the Clerk confirmed that Mr Mark Mulberry of Mulberry & Co was independent of the Parish Council and had the appropriate qualifications to carry out the internal audit on behalf of Earnley Parish Council. Therefore, it was RESOLVED to engage Mulberry & Co for the audit year ended 31 March 2017. g) Bus Shelter Cleaning Contract the notice to not renew the contact had been issued and a request had made for any outstanding invoices to be submitted by 17 th October 2016. It was agreed to include a request for a village handy person in the parish council newsletter. h) Alto Card notification of withdrawal of service the service had now ceased and balance on the card had been transferred into the Parish Council bank account. 2
i) Electronic Procurement Card Solutions- the Clerk continued to investigate the opening of an account j) Bus Shelter opposite Easton Lane On a proposal by Cllr. Simpson it was AGREED the Clerk investigate the cost of replacing the bus shelter to be considered when preparing the budget for year ended 31 March 2018. k) Clerk s Networking Day 1 st November 2016 (East Grinstead) On a proposal by the Chairman, it was RESOLVED that the Clerk attend this event. 104.16 ENVIRONMENTAL MATTERS 1. Flood Prevent Update Cllr. Carey reported: a. Annual Maintenance Programme had been issued by the Environment Agency, clarification had been requested with regard to the new main river adjacent to Earnley Manor Close. b. Mapping of the parish waterways, direction of flow and landowners had commenced. c. The Culvert replacement in Bookers Lane would commence next Thursday. d. Almodington Lane Culvert Cllr. Carey had contacted Landowner with regard to access to the pond to enable the work to be completed. e. Grange Rife Diversion the work must commence in the current financial year or the funding would have to be returned to Operation Watershed. 2. Finger Post Bookers Lane it was noted that work had commenced. 3. Footpath 3 Bookers Lane it was noted that further land registry searches had taken place and these confirmed that the land is unregistered, therefore by common law the area was the responsibility of the adjacent landowners to the centre line. It was noted that the issues had been resolved and the matter was closed. 4. The footpath inspection had taken place and had been submitted to West Sussex County Council. Footpath 51 it was agreed write to the adjacent landowners to request clearance work take place. West Sussex County Council had agreed that in future footpath 2 surface cuts would take place twice a year and certain sections of footpath 52 & 51 once per year as indicated on September Inspection Map. 5. Two foot bridges on Footpath 56 to be repaired 105.16 PARISH PLAN 2016-2021 OBJECTIVES 1) To ensure that people drive within the speed limits with Earnley Parish Cllr. Charter stated that he had a meeting with County Cllr. Officer, however no progress could be made until Area Highways Manager post had been filled Cllr. Charter had also been liaising with Darren Rolfe, Senior Community Solutions Manager, volunteers had installed village gateways in other parishes. The Clerk stated she had requested a Welcome Pack from Belfour Betty. It was agreed to include in highways work in the Budget for year ended 31 March 2018. 3
106.16 PARISH VOLUNTEERS the volunteers had been contacted following the summer break on a proposal by Cllr. Simpson it was agreed to hold the two following events: 1. First Avenue Bus Shelter and noticeboard clean up in October, date to be arranged. 2. Foodbank Collection the parish link would collect the food and Cllr. Simpson would deliver the collection to Chichester. Cllr Simpson to prepare an article for the newsletter. SS 107.16 HIGHWAYS 1. A27 Consultation 14 th July 22 nd September 2016 the Clerk confirmed that she had received an acknowledgement from Highways England following submission of the Parish Councils response to the submission. The Chairman stated that he had attended the West Sussex County Council meeting County Cllr. Montyn gave a very good presentation with regard to the northern route. County Cllr. Oakley presented a very powerful case stating that the proposals did not meet the long term needs. West Sussex County Council had revised their report to request Highways England reconsider northern routes Chichester District Council meeting debate was split between the Councillors that represent the north and those that represent the south. The Councillors dismissed the ability to look at other options and were required to make a choice. Concern was expressed that the parish ward member did not represent the majority of the residents and the Parish Council view. It was AGREED to write to District Cllr. Taylor expressing the Councils disappointment and to District Cllr. Curbishley expressing the Councils disappointment that he did not attend the debate or send alternative representation. Register of Interest dispensation was given to all District Councillors with regard to their address as the proposals would have a direct effect on every member, however, dispensation was not given for other areas of registered interest and concern was expressed that District Cllr. Tony and District Cllr. P Dignum had accepted gift of tickets to attend Goodwood. It was noted that their property was only 250 metres from one of the proposed Northern route. It was agreed to make a Public Interest Complaint. 2. A27 leaflet drop it was noted that the Parish Councillors delivered the leaflet therefore the Parish Council would not be required to contribute to the distribution costs of this leaflet. 3. Hedgerow and verge ownership Almodington Lane nothing further. 108.16 EARNLEY CONCOURSE/EARNLEY PLACE James Hoarsely had made contact with the Chairman requesting a meeting but no date had been arranged. It was AGREED that Cllr. Charter, Cllr. Martin and the Clerk attend when the meeting is arranged. CC/KM/ 20.20pm two members of the public left the meeting. 4
109.16 ELECTORAL REVIEW 1. Review of Chichester Draft Recommendations noted. 2. Review of West Sussex Final Recommendations noted. 110.16 REPORT ON EXTERNAL MEETINGS 1. Peninsula Forum main area of discussion was the A27 and grants available for heating - minutes circulated. 2. Earnley Village Residents Association Meeting - concern had been raised with regard to the electricity transformer opposite church and small area of Japanese Knot Weed. It was noted that the Knot Weed was being treated by Chichester District Council and the Electricity Board had repaired the fence. 111.16 S REPORT AND CORRESPONDENCE 1. Chichester Combined Court Centre & Chichester Magistrates Court The Clerk confirmed that she had emailed Mr Miller on 29 th July 2016 to which he had replied with information on the consultation process. Clerk to circulate. 2. Community Facilities Audit the Clerk confirmed that the form had been submitted to Chichester District Council. 3. WSPF Smaller Scheduled Bodies - Pooling Consultation On a proposal by Cllr. Carey, it was AGREED to remain within the Smaller Scheduled Bodies Pool 4. 2017/18 Budget meeting - it was AGREED that the Clerk and Cllr. Carey would prepare the first budget review report. 5. Autumn Newsletter the Clerk was in the process of producing the newsletter and requested Cllr. Carey produce an update on flooding Prevention, Cllr. Charter on highways issues, Cllr. Simpson Bus Shelter Project, Cllr. Stant a biography and the Chairman to provide a report by 30 th October 112.16 ITEMS FOR FUTURE AGENDAS 1. Annual Meeting of Electors 2. Earnley Fete /RC ALL 113.16 EMPLOYMENT 1. Clerk s Appraisal Cllr Simpson stated that the six-month review had taken place on 7 th September 2016. The clerk had meet a number of the objectives. Two additional objectives had been added Parish Plan to work with Councillors and Community to begin to identify which objectives the Parish were going to be worked on Volunteers to assist Councillors to maintain volunteer enthusiasm and commitment to the Parish. To identify and organise two volunteer projects. The Appraisal was signed by the Clerk and Cllr. Simpson. Meeting closed 20.33pm Signed Chairman Earnley Parish Council Dated: 5