Agenda for the Council Meeting on Monday the 21st November 2011

Birdham Parish Council

28 Langdale Avenue, Chichester, West Sussex, PO19 8JQ

Tel : 01243 790402 Fax : 01243 784478

Email : clerk@birdhamparishcouncil.org.uk Website : www.birdham.org.uk

Clerk to the Council : David J Siggs

MEETING OF THE PARISH COUNCIL

I hereby give you notice that a Meeting of Birdham Parish Council is to be held on Monday 21^st November 2011 in the Main Hall at Birdham Village Hall at 7pm and all members of the Council are hereby summoned to attend. All residents are invited to attend.

David J Siggs - Clerk to the Council (more…)

Minutes of the Parish Council Meeting of the 17th October 2011

Birdham Parish Council

Minutes of the Meeting of the Council

held on Monday 17^th October 2011

at 7pm in Birdham Village Hall

Present: Cllr Parks (Chairman), Cllr Tilbury, Cllr Finch, Cllr Barker, Cllr Grafham, Cllr Crossley, Cllr Leach.

Apologies: Cllr Cobbold, Cllr Bolton.

In attendance: The Clerk, Cllr Montyn (WSCC & CDC), Cllr Marshall (CDC) and forty three members of the public.

58-11 Apologies for absence

There were none.

59-11 Urgent/additional items notified to the Chairman or the Clerk prior to the meeting

There were none.

60-11 Public Question Time in accordance with SO’s 1d -1l

There were none.

61-11 Declaration of Interests

Cllr Grafham declared a Prejudicial Interest in item 6 of the Agenda as his property backed onto the proposed development.

62-11 Approve and sign the Minutes of the meeting held on the 19^th September 2011

It was resolved that the minutes of the 19^th September 2011 be signed as a true and accurate record.

63-11 Affordable Housing

The Chairman introduced Yvonne Thomson (Assistant Director-Strategic Housing) and Sam Irving (Rural Housing Enabler) both of Chichester District Council. Austin Wade (Rural Development Officer) and Chris Buchanan-Hepburn both of Hyde Martlet and Cllr Tilbury who would open the debate.

Cllr Tilbury outlined the reasons for the Affordable Housing requirement in Birdham and that the Council thus far had kept the residents of Birdham informed of progress, although at least one member of the public disputed this citing missing minutes. Cllr Tilbury then handed the floor to Mr Irving of CDC.

Mr Irving introduced the subject from a CDC point of view and described the progress so far as follows. A presentation had been made to Birdham Parish Council when it was disclosed that a Housing Needs Survey had been carried out which determined that 44 families had direct links to Birdham and were in need.

A search for land upon which affordable housing could be built was put in place. Initially this was done by reference to land maps resulting in a possible 16 plots being identified. These sites were then toured with a member of the Parish Council after which an informal analysis of the plots was then carried out by CDC Planning Officers. One site, to the west of Crooked Lane, was identified as the favoured site.

Mr Irving summed up by saying that the site identified was considered to be the best site available and also had the support of the CDC Planning Policy Officers for no more than 15 affordable units. He also stressed that as at the meeting date neither CDC nor Hyde Martlet had ownership of the land. He then handed over the floor to Mr Wade of Hyde Martlet.

Mr Wade said that CDC and Hyde Martlet working in partnership had produced developments of a similar nature to that being proposed for Birdham at Singleton and West Ashling. During the past year the partnership had been looking at ways to both acquire and develop the site. He said the site did have constraints including a water main that went through the centre of the site.

Mr Wade then produced two possible representative site layouts in block form and said that the partnership would be seeking views on the final design and possible amenity areas ie allotments/community orchard. It was hoped that the partnership would be able to put on a public exhibition in November or December 2011 with a planning application being submitted in the spring of 2012 with work starting approximately one year from the date of the planning application being granted.

The Chairman, on completion of the presentations, offered the opportunity to Councillors to put questions.

Cllr Crossley said that although Mr Irving had said that his land was included as a possible site this was in fact not the case and the land indicated was owned by his immediate neighbour.

Cllr Finch asked what designs would be consulted upon and how will the presentations take place.

Mr Wade said that their architects would be producing drawings which would be available at the public exhibition when the public would be able to put forward proposals and or make comments.

There being no further questions from the Councillors the Chairman opened up the opportunity for members of the public to both comment and question.

A number of the public were concerned with parking, the potential increase in traffic so close to the school and the access lane to the site. Mr Irving replied that WSCC Highways had been consulted and would be further consulted when plans had been drawn up. Mr Wade said that initial consultations with WSCC Highways had been entered into and that Highways were aware of the problems and would be carrying out further work including safety audits.

Questions were raised about the installation of sewage and water pipes across a flood plain and how were the developers going to deal with the problem in order to prevent further flooding which is already a problem throughout the village. Mr Wade felt this question was better left to the public exhibition when technical questions of this nature would be answered.

A number of questions related to the site and how it was chosen. Why was it an exception site, what is an exception site, would the properties be aligned to make use of solar gain, where were the boundary lines being drawn, the site access is too narrow, would the documents relating to other sites be made available?

Mr Irving explained that an exception site was a site that bordered the SPA and could not be used by developers for anything other than affordable housing. Thus the value of the site was extremely low leading to an extremely low build cost. The chosen site would remain an exception site which would prevent the units from being sold on and could only be rented by tenants with a direct link to Birdham. He also said that documents relating to the way the site was chosen could and would be made available to the Parish Council.

Mr Wade said that the units would be built to a minimum level 3 standard of sustainability and would make as much use as possible of solar gain. In relation to boundaries and the width of the entrance Mr Wade said that no discussions had yet taken place as they did not own the land.

One resident raised the subject of debate and thought that neither Birdham Parish Council, Chichester District Council or Hyde Martlet were prepared to debate the issue and felt that a conspiracy existed to use the suggested site and no other. This was refuted by all parties involved.

Mrs Thomson introduced herself as the person responsible for resolving housing need within Chichester District. She felt that her department and the Council had expended considerable resources in bringing the project thus far for the benefit of Birdham Residents and those in need.

Cllr Crossley complimented those who had been working on the project but expressed concerns about the subject site proposed and suggested a delay and reconsideration of the project which should involve local people.

Mr Buchanan-Hepburn said that he believed it was no longer possible to reverse the progress made so far and would be both damaging to the needs of the community and very costly.

Cllr Montyn (WSCC & CDC) said that the sites discarded had been on planning grounds and not as suggested, economic. He re-iterated that the need was demonstrated by the numbers that he had seen on the housing needs list who were qualified. He added that qualification was a matter of law and not dreamed up by CDC.

In response to a question on the Local Development Framework/Core Strategy and the Interim Policy Statement he said that further work is being undertaken and consultation would be again be carried out. Cllr Montyn also said that further discussions would take place at the Peninsula Forum on the 5^th December, the time and place would be notified later, he encouraged all to attend.

In summing up he suggested that residents to take the opportunity of attending the Public Exhibition on the proposed affordable housing at which a deeper level of consultation would be entered into.

Cllr Tilbury, in summing up for Birdham Parish Council, said that there was a clash between concept and reality. Questions have and would be raised about the technicalities of the planning process. However, people are in need of housing within the Parish and the question we must all ask ourselves is do we need affordable housing or do we wish to exclude all those other than owner occupiers? He then went on to say that any application on any site will be examined under the current planning processes and the Council would examine closely all aspects of the application ie access, traffic etc. etc. Drainage was and is a problem in Birdham which would need to be addressed, the mix of units and their design to ecolevel 3 but the Council would wish to see ecolevel 4 with tenancy across all age groups.

Finally the Council would seek to include everyone in the balancing act which is the planning process.

At this point the debate was ended Cllr Montyn and approximately 35 residents left the meeting.

Cllr Crossley proposed that Birdham Parish Council should rescind minute 51-09cl viii) of the 21^st September 2009 and minute 40-10 of 19^th July 2010. The proposal was not seconded and therefore failed.

64-11 Land Bequeathed to the council

The Clerk reported that he was still awaiting the outcome of a meeting with the solicitors of the other beneficiaries and our solicitors. Once the results of this meeting were known he would be able to meet with our solicitors to determine the next step.

65-11 Clerks’ Report:

i) WSCC – The Clerk reported that he had received a complaint from a resident concerning kerbing sets at the entrance to the school. The Clerk investigated the problem and contacted WSCC Highways who have repaired and re-set the kerb stones and paving.

ii) CDC – There was nothing to report

iii) Other related matters – There were none

iv) Reports from Members of WSCC/CDC – Cllr Montyn had left the meeting and Cllr Marshall had nothing further to add.

66-11 Planning matters including CDC decisions:

Applications

BI/11/03687/DOM 5 Burlow Close, Birdham

This is a retrospective application for the retention of the trellis fence arising, we assume, out of a refused application (BI/11/01761/DOM).

The application lies within the Birdham SPA and the Chichester Harbour Area of Outstanding Natural Beauty. Burlow Close is a private road composed mainly of bungalows. The front gardens are unfenced but are fringed here and there by shrubs. The application site lies at the corner of the dog-leg in the road and so is both side-on and facing the road on the south and west sides respectively. A close boarded fence has been erected from the road on the east side and marks the rear (eastern) curtilage of the property. The trellis fence is along the south side of the property together with a shrub hedge and certainly affects the streetscape of Burlow Close. Policies BE 13 (sections 3 and 4) could apply here. The trellis and hedge at this point also obscure oncoming traffic approaching the dog-leg corner. We would not wish to see the open character of the Close spoilt by the creation of a precedent which would encourage other residents to enclose their front gardens at random and therefore OBJECT to this application.

BI/11/02869/ADV Lansdale Marine, Birdham Road, Birdham

The site lies outside the Birdham SPA and within the Chichester Harbour Area of Outstanding Natural Beauty. The Yamaha sign was erected two or three months ago and this application seeks to regularise that situation.

This section of road is an Area of Special Control for Advertisements. Policy BE9 therefore applies. A precedent was established along this section of the road by application BI/10/00516/ADV where Mr Froud was refused his retrospective application for a modest, hand-painted sign for his pine furniture business. PPG19 states, in addition to the criteria in LPA Policy BE9, that amenity and public safety must be taken into account.

The first assessment under PPG19 is the effect on the visual amenity in the immediate neighbourhood and the characteristics of that neighbourhood. This sign is on the roadside at a small retail park which has been established at the edge of the AONB in a rural environment characterised by trees, fields and hedges. If Mr Froud’s sign was unacceptable, so is this one. This Council has sought to minimise the visual intrusion into a gateway site for the village but there have been frequent complaints about both of the businesses on this site and the breaking of development conditions on advertising, forecourt retail sales and the poor condition of the roadside hedge which was intended to soften the intrusion into the landscape.

Is this sign so distracting or confusing that it creates a hazard or endangers people taking reasonable care? If the answer is no it is only because there are already so many other distractions, some of which contravene planning law.

On the basis of PPG 19, and LPA policies BE9 and RE4 the Council OBJECTS to this application.

BI/11/03813/FUL Northleigh Farm, Main Road, Birdham

The Council raises NO OBJECTION to this application

It was resolved to instruct the Clerk to notify Chichester District Council of the decisions made.

Decisions

BI/11/02728/FUL Birdham Nursery School Birdham C Of E Primary School Crooked Lane Birdham Nursery school building. WITHDRAWN

It was resolved to note the decisions made by Chichester District Council

67-11Correspondence – In addition to that already circulated.

i) The Clerk reported that he had received a letter from WSCC asking for Public Rights of Way Volunteers. Mrs Evans and Mr Finch as residents of the Parish volunteered to undertake this role.

ii) An email had been received from SALC informing BPC that they had a meeting with the Chief Constable scheduled, and requesting that any unresolved items of a strategic or local nature should be forwarded to them for potential resolution.

68-11 Reports:

i) Play area and playing field – The Clerk reported that vandals had again attacked the rubber crumb matting, this time beneath the swings. He asked for permission to have this repaired as soon as possible at a cost not to exceed £1100.00 exc VAT and that the funds be transferred from the Councils Reserve to cover the cost.

It was Resolved that permission be granted for the repair work to be carried out and that the funds from reserve be transferred to cover the cost.

The Clerk also reported that the vandalised gate post had been renewed and the gate was due to be re-hung within the next few days.

Due to the amount of vandalism that had taken place recently coupled with other incidents at the Village Hall the Clerk reported that he had asked for an on-site meeting with Police, this was due to take place shortly.

The Clerk reported that the RoSPA Play Safety Inspection had been carried out and that whilst observations had been made the play park was given an overall low to medium risk grading.

The goal nets had been passed to Cllr Grafham for installation.

ii) Village Green and Pond – The Clerk reported that he had no further information to give on the pond and was chasing the various organisations for answers.

The Clerk went on to say that a meeting was to be held in late November with a family who had asked for permission to install a memorial bench on the green. In addition it was noted that two other benches already on the green were in dire need of attention which was in hand.

iii) Police and Neighbourhood Watch – Although there was no Police present at the meeting it was reported by Councillors and by Residents that five houses had been broken into in Martins Lane and a large quantity of wine and champagne had been stolen from one residence and that several parked cars had their tyres slashed.

iv) Communications/Parish Newsletter – Cllr Finch said that in the light of the Affordable Housing debate and the public exhibition a newsletter should be sent out just prior to the exhibition to encourage as many as possible to view and ask question or raise comments.

Cllr Grafham had produced an interim paper concerning the new web site but, still had a little more work to do. He asked that this item be deferred until the November meeting.

v) Other – There was nothing to report.

69-11 Finance:

The Clerk recommended the re-appointment of Ms E O’Flanagan as the Internal Auditor to the Council. She had proved extremely business-like and was very aware of council administration and finance.

It was resolved to appoint Ms E O’Flanagan as the Internal Auditor for Birdham Parish Council for 2011/12.

The Clerk presented the financial report to the Council which showed the following figures;

Balances held at Bank: £44475.52

Designated Funds: £25883.04

Available Funds: £18592.48

Creditors: £ 2548.09

It was resolved to accept the financial report.

70-11 Reports from Councillors attending meetings

Cllr Crossley said that he had attended the CDALC meeting earlier. He felt that this was an organisation ideally positioned to represent the various Councils on the Peninsula and to act as catalyst for closer working and clustering to potentially reduce costs. The Chair of CDALC was seeking ideas to take forward.

Cllr Tilbury commented that the group opposed to Madestein ‘glasshouse’ development was meeting to fight the appeal by Madestein against the refusal of its planning application which had already started. Cllr Parks said that a leaflet was available which would give more information to interested parties and she would be happy to give some out.

Cllr Crossley said that he and the Chairman Cllr Parks had a meeting arranged with the Headmaster of Birdham School and the School Travel Advisor to discuss the ‘Park and Stride’ initiative. He also said that there was to be an open meeting at the School at 1900hrs on the 1^st November to discuss this initiative and other subjects.

71-11 Items for Inclusion in the next meeting

The Chairman Cllr Parks asked for the Celebration of the Queens Diamond Jubilee to be included on the next agenda.

Signed ___________________________ Dated ____________________

Chairman

Agenda for the meeting of Birdham Parish Council on the 17th October 2011

Birdham Parish Council

28 Langdale Avenue, Chichester, West Sussex, PO19 8JQ

Tel : 01243 790402 Fax : 01243 784478

Email : clerk@birdhamparishcouncil.org.uk Website : www.birdham.org.uk

Clerk to the Council : David J Siggs

MEETING OF THE PARISH COUNCIL

I hereby give you notice that a Meeting of Birdham Parish Council is to be held on Monday 17^th October 2011 in the Main Hall at Birdham Village Hall at 7pm and all members of the Council are hereby summoned to attend

David J Siggs - Clerk to the Council

AGENDA

1. Apologies for absence

2. Urgent/Additional items notified to the Chairman or the Clerk prior to the meeting

3. Public Question Time. (In accordance with Standing Orders 1d – 1l )

4. Declaration of interests

5. Approve and sign the minutes of the meeting held on 19^th September 2011

6. Affordable Housing – Sam Irving CDC

7. Land bequeathed to the Council

8. Clerk’s Report including:

i) WSCC Reports, highways matters and correspondence

ii) CDC reports including correspondence

iii) Other related matters

v) Reports from Members of WSCC/CDC if appropriate

9. Planning matters including CDC Applications and Decisions

Applications

BI/11/02869/ADV Mr Peter Lansdale Premier Business Park Birdham Road

1 no. forecourt sign.

BI/11/03687/DOM Mr Kenneth Swayne Pentlands 5 Burlow Close Birdham

Retrospective application for the retention of the wooden trellis fencing to south side of property.

Decisions

BI/11/02728/FUL Birdham Nursery School Birdham C Of E Primary School Crooked Lane Birdham Nursery school building. WITHDRAWN

10. Correspondence

11. Reports:

i) Play area and playing field

ii) Village green and pond

iii) Police & Neighbourhood Watch

iv) Communications/Parish Newsletter

v) Other

12. Finance

To receive and approve a financial report

To consider re-appointing Ms E O’Flanagan as the Councils Internal Auditor.

13. Reports of meetings attended by councillors

14. Items for inclusion in next meeting.

THE PUBLIC HAVE A RIGHT TO ATTEND ALL MEETINGS

OF THE COUNCIL AND ARE WELCOME

Proposed Responses to the Planning Applications

BI/11/03687/DOM 5 Burlow Close, Birdham

This is a retrospective application for the retention of the trellis fence arising, we assume, out of a refused application (BI/11/01761/DOM).

The application lies within the Birdham SPA and the Chichester Harbour Area of Outstanding Natural Beauty. Burlow Close is a private road composed mainly of bungalows. The front gardens are unfenced but are fringed here and there by shrubs. The application site lies at the corner of the dog-leg in the road and so is both side-on and facing the road on the south and west sides respectively. A close boarded fence has been erected from the road on the south side and marks the rear (eastern) curtilage of the property. The trellis fence is along the south side of the property together with a shrub hedge and certainly affects the streetscape of Burlow Close. Policies BE 13 (sections 3 and 4) could apply here. However, this is the only house in the Close to be exposed to the road on two sides and we consider that the present hedge and trellis afford reasonable privacy in these particular circumstances. We would not wish to see the open character of the Close spoilt by the creation of a precedent which would encourage other residents to enclose their front gardens at random but we raise NO OBJECTION to this particular application.

BI/11/02869/ADV Lansdale Marine, Birdham Road, Birdham

Te site lies outside the Birdham SPA and within the Chichester Harbour Area of Outstanding Natural Beauty. The Yamaha sign was erected two or three months ago and this application seeks to regularise that situation.

The first assessment under PPG19 is the effect on the visual amenity in the immediate neighbourhood and the characteristics of that neighbourhood. This sign is on the roadside at a small retail park which has been established at the edge of the AONB in a rural environment characterised by trees, fields and hedges. This Council has sought to minimise the visual intrusion into a gateway site for the village but there have been frequent complaints about both the businesses on this site and the breaking of development conditions on advertising, forecourt retail sales and the poor condition of the roadside hedge which was intended to soften the intrusion into the landscape. If Mr Froud’s sign was unacceptable, so is this one.

On the basis of PPG 19, and LPA policies BE9 and RE4 the Council OBJECTS to this application.

Minutes of the Parish Council Meeting of the 19th September 2011

Birdham Parish Council

Minutes of the Meeting of the Council

held on Monday 19^th September 2011

at 7pm in Birdham Village Hall

Present: Cllr Parks (Chairman), Cllr Cobbold, Cllr Tilbury, Cllr Finch, Cllr Barker,

Cllr Grafham, Cllr Crossley, Cllr Bolton, Cllr Leach.

Apologies: PCSO Bainbridge.

In attendance: The Clerk, Cllr Montyn (WSCC & CDC), Cllr Marshall (CDC) and sixteen members of the public.

44-11 Apologies for absence

There were none.

45-11 Urgent/additional items notified to the Chairman or the Clerk prior to the meeting

The Chairman raised the subject of the Diamond Jubilee Celebrations in 2012 and asked that members give consideration to initiating a working group.

46-11 Public Question Time in accordance with SO’s 1d -1l

A member of the public asked about the progress and consultancy concerning the affordable housing. The Clerk said that the CDC Enabling Officer was due to speak to the Council at its October meeting and until that point the Council had no facts to offer.

A question was also raised about the provision of a waste bin to be installed in the bus stop opposite the Birdham Stores. The Clerk said that this was to be included in the budget for 2012/13.

There were no other questions.

47-11 Declaration of Interests

The Chairman declared a personal interest in planning application number BI/11/03520/FUL

Bell Caravan Park, Bell Lane, Birdham.

48-11 Approve and sign the Minutes of the meeting held on the 18^th July 2011

It was resolved that the minutes of the 18^th July 2011 be signed as a true and accurate record.

49-11 Emergency Planning

Unfortunately Mr Lloyd Harris of CDC was unexpectedly detained elsewhere and was unable to be present to brief the Council.

50-11 Land Bequeathed to the council

The Clerk reminded the Council of the decision made at the July Council meeting to proceed with the advice of the Councils solicitor. Subsequently two weeks’ notice to respond had been given to the Executors of the late Mr Adams will. It was no surprise that the Executors failed to respond until a second letter had been sent outlining the possibility of seeking their removal as executors. This letter initiated a response that, whilst not what had been expected, did include the draft transfer documents. These documents exceeded what was included, and the intent, in the will and have as a result been returned to the executors for amendment by our solicitors and the solicitors acting for the other beneficiary.

The Clerk was now in the position of waiting for the Councils solicitor and those of the other beneficiary to arrange a date and time for a meeting to determine the next course of action.

It was resolved that the Clerk be authorised to continue with, and along the current path.

51-11 Clerks’ Report:

i) WSCC – The Clerk reported said that he had received an invitation from East & West Sussex Fire Service to a meeting on the 28^th September at 2.30pm at The Assembly Room in Chichester. He asked for an indication of Councillor attendance however, at the time there was no-one available.

ii) CDC – An invitation had been received by the Clerk for two members of the Council to attend the CDC Meeting With The Parishes on the 19^th October. It was resolved that Cllrs Finch and Cobbold should attend.

iii) Other related matters – There were none

iv) Reports from Members of WSCC/CDC – Cllr Montyn reported that as yet no indication had been received from Stagecoach concerning the proposed cuts to bus subsidies. He went on to say that at the moment a tremendous amount of time was being spent on the Highways as a matter of some priority and acknowledged the application by Birdham Parish Council for a 20mph speed limit. A resident asked why there had been no Police presence in Sidlesham Lane to enforce the 40mph speed limit and why could this not be included in the 20mph proposal? In answer it was stated that the 20mph proposal was requested for the north of the Birdham Straight as a first step in obtaining a village wide limit

Cllr Tilbury encouraged all residents to complete questionnaire on the back of the last newsletter and return it as soon as possible.

52-11 Planning matters including CDC decisions:

Applications

BI/11/02728/FUL Birdham Nursery School, Crooked Lane, Birdham

This is an application to build a new nursery school on the Birdham Primary School site in order to move the Nursery from its present accommodation in the Village Hall.

We are aware that our scope for comment is limited as the County is its own planning authority. Nonetheless there are factors we would like the planners to take into account before approving this application at either District or County level.

We are unhappy that the Planning Statement has been prepared by an agent based in Winchester who seems to display little local knowledge. There are a number of assertions made for which no evidence is provided and which we believe to be wrong.

The assertions on the effect on traffic movements show little understanding of the reality. For a number of years, with the increasing and deserved popularity of Birdham Primary School in the area, and the freedom of parents from other villages to choose it, there have been major traffic concerns for the Parish and the School. The School has no park or drop-off facilities for parents. The School has tried to influence parents and encourage them not to use cars to get children to school through its Travel Plan. Nonetheless, there is a problem every morning and evening with thoughtless parking.

The Nursery School children have not only been dropped off to the south of the proposed site, at the Village Hall, but the car traffic is able to use the Hall car park. There is little conflict with the School traffic.

But to assert that the situation may be improved is plain wrong. The hours of the Nursery School must be flexible to the needs of the small children involved so the traffic envelope each day may be prolonged. And the Nursery School operates a changeover at lunchtime thus introducing a new traffic stream into this road.

The Statement asserts that a Traffic Planning Assessment is not needed but bases this solely on the new building. It is the additional traffic which is the problem. We would contend that the whole site must be taken into account and that a Traffic Planning Assessment is needed. The bald statement the School and the Nursery will cooperate in the management of traffic gives us no cause for confidence.

We find the overall design of the exterior of the building disappointing. While we are sure that every effort will be made to make the interior of the building a stimulating environment for young children, the exterior is little more than a rectangular shed with a pitched roof. Not only will this add little to the architectural diversity of Birdham but it also does little to stimulate the aesthetic appreciation of architecture in the formative years of the children on the site. Considerable guidance is available on the provision of nursery accommodation and a domestic rather than an institutional feel is seen to be preferable. The building should be attractive and interesting. We also see little provision for outside play space with shelter from the elements apart from the TwinFix canopy (not shown on the elevations; why not?) by the front entrance.

As far as amenity is concerned, it might have been more neighbourly not to put the play space adjacent Longmeadow Gardens. There is also no mention of out of hour’s use of the facilities.

While we are not opposed to this application in principle we find it disappointing that, by the provision of something very ordinary, an opportunity has been lost to celebrate the excellent work of the Nursery. We believe that another look at this design, with advice from the County and National Advisers and the architects of the Department for Education, Architects and Buildings Branch, would be profitable.

BI/11/03520/FUL Bell Caravan Park, Bell Lane, Birdham

This is an application for the variation of conditions 2 and 3 on existing planning permissions (BI/20/91 and BI/03/01923/FUL), the effect of which would be to permit the use of units A and B of the workshop block standing on the Beaver Lodge land for B1 business use. The definition of B1 use relevant here is “any industrial process, being a use which can be carried out in ant residential area without detriment to the amenity of that area by reason of noise, vibration, smell, fumes, smoke, soot, ash, dust or grit.”

We have visited the site and viewed the land at Beaver Lodge and at the adjoining Bell Lane Caravan Park which is also in the ownership of the applicant. This is not a residential area. The only dwelling close to the site is Beaver Lodge itself which is occupied by the applicant’s son. A well-developed hedge separates the rear of the workshop premises from the Caravan Park next door and there were no caravans adjacent to the far side of the hedge. Nor was there any means of ventilation or air extraction on that side of the building. Welding was in progress at the time of our visit and this did not produce unacceptable noise, smell, fumes or smoke in this context. We were told that an angle grinder is sometimes used on the open area outside the front of the workshop block.

The manufacture of cold framed ornate ironwork has been carried on since 1990 and we see no reason that it should not continue. We have NO OBJECTION to this application.

BI/11/03087/DOM Hollybank, Martins Lane, Birdham

We remarked on our response to the previous application for this development in June 2011 that that application was for Lawful Development. No work had been carried out on the site. It appears that this new application is for planning permission for precisely the same works and we can therefore repeat what we said on the last occasion.

Hollybank lies within the Birdham SPA and in the Chichester Harbour Area of Outstanding Natural Beauty. The proposal is for extensions to the property to make a garden room and to extend the kitchen. The extensions would both be single-storey with pitched, partly-glazed roofs and our concern was mainly with the loss of amenity to neighbours. We have visited the site and are satisfied that the ground floor windows will not affect the neighbours and the Velux roof lights are at a height where they will not constitute a loss of privacy. We understand that there is already a condition on the hedge marking the SW boundary, that it be maintained at a height of twelve feet. We would wish this to be confirmed.

The Council has NO OBJECTION to this application.

BI/11/03029/FUL Creek Cottage, Westlands Estate, Birdham

Creek Cottage lies outside the Birdham SPA and within the Chichester Harbour Area of Outstanding Natural Beauty. The application is to replace the present dwelling with a new one occupying broadly the same footprint as the present dwelling has become rambling and outdated.

We have visited the site and have NO OBJECTION to this application.

We would comment on two matters.

The application states that it is intended that the external walls be finished in a light, neutral coloured rendering in places. We are not sure what neutral means but would ask that the colour chosen should not be white as there has been a move in recent years on this estate, which is in a prominent position in the landscape, to use a more muted palette of colours to blend better into the environment.

Also, the house appears to be rated at Level 2 on the Code for Sustainable Homes. We understand that the provision of some the measures for sustainable construction and adaptation to climate change will be introduced incrementally. We would suggest the consideration be given to upgrading the level to at least 3 when this is complete.

It was resolved to instruct the Clerk to notify Chichester District Council of the decisions made.

Decisions

BI/10/05592/FUL St James Parochial Church Council St James Church Church Lane Birdham. Two storey linked extension. PERMIT

BI/11/02113/FUL Mr R Felton Harbour House 22 Greenacres Birdham

Demolition of existing house, construction of a replacement dwelling and garage and associated landscaping. PERMIT

BI/11/02305/DOM Mr Clive Bush Shalford Lock Lane Birdham

Extensions and dormers (resubmission of 10/05078/DOM.) PERMIT

BI/11/01343/DOM Mrs Carol Van Rooyen Creek Cottage Westlands Estate Birdham 1.8m Hazel/Willow fence. WITHDRAWN

BI/11/02208/FUL Mr Roger Jones Granary East Westlands Farm Westlands Lane Birdham

Variation of condition 2 attached to planning permission BI/99/00600/FUL. Chalet to be occupied by staff at Westlands Farm, or used for holiday letting only. REFUSE.

BI/11/02211/FUL Mr Roger Jones Granary West Westlands Farm Westlands Lane Birdham

Variation of condition 2 attached to planning permission BI/98/01697/FUL. Occupation by Mr Mark Barker and his dependants only, or otherwise for holiday letting only. REFUSE

BI/11/02235/DOM Mr And Mrs R Dale Tradewinds Lock Lane Birdham Chichester

Construction of a new garden store. PERMIT

BI/11/02522/EXT Doctor Frederick Winston Cornerways House 15 Greenacres Birdham

Extension of extant planning permission BI/08/02109/DOM. Two storey side extension.

PERMIT

BI/11/02670/DOM Mr Timothy Fuller Homewaters 24 Greenacres Birdham

Replacement garage comprising first floor games room and juliet balconies to north and south elevations. PERMIT

It was resolved to note the decisions made by Chichester District Council

53-11 Council Response to the Core Strategy Consultation Document

Cllr Tilbury introduced this topic and put forward the following as the response by Birdham Parish Council;-

Q1(a) Highest, Very, Very, Highest, Very, Quite

Q1(b) It should be understood that our response to the fourth Factor reflects our firm belief that affordable housing should be allocated to those people with the highest priority needs who can show a close connection with the village, in our case to Birdham.

Our response to Factor 6 is because we believe that, in a relatively affluent part of the country,

there is a need to disperse economic activity way from the South east of England to support the more deprived areas of the country, especially those which have seen little replacement for the collapse of manufacturing industry.

Q2(a) Target B

Q2(b) Despite the undersupply of affordable housing we believe that, on balance, Target B provides a sustainable strategy. It also allows for a decline in movement into the area in the early part of the plan which gives time to sort out the infrastructure problems, especially in Chichester. It assumes a continuation of the current trend towards smaller households which is important for the large elderly population as well as younger people. It sustains the projected employment growth trend for West Sussex.

Q3(a) Blank Q3(b) Blank

Q4 Answers as for Q1(a)

Q5(a) Option 1

Q5(b) In our consultation with residents there was some support for a new town at Ford with cross border co-operation between Districts.

Q6(a) Possibly

Q6(b) Development at Tangmere as well as North East of Chichester and at Portfield/Shopwhyke must assume that plans to resolve the flooding and congestion problems on the A27 are guaranteed prior to development.

Q7(a) Possibly

Q7(b) As for Tangmere above

Q8(a) Possibly

Q8(b) As for Tangmere above.

Q9(a) Possibly

Q9(b) There must be recognition that any development at East Wittering and Bracklesham will impose strains on the infrastructure and all the traffic will be funnelled through Birdham. The western Manhood is essentially a cul-de-sac. Individual developments should be small. We have serious concerns about the sustainability of any development below the 5 metre contour.

Q10(a) Possibly

Q10(b) Selsey is at the end of the other cul-de-sac on the Manhood. Any development here should be small scale.

Q11 (a) Blank Q12 (b) Blank

Q12 (a) Possibly

Q12(b) There is widespread concern about development on the Manhood Peninsula and this is mirrored by our consultation with Birdham residents. There is a need to protect the AONB, for both aesthetic and commercial reasons, and the homogeneity of village settlements. The unwillingness of planners to accept the severe problems caused to residents and businesses on the Peninsula by the need for upgrading and now the flooding of the A27 is thought laughable by local people and leaves them aghast. The inability or unwillingness of Southern Water to solve the problems at the Apuldram WWTW, and consequent discharge into the Harbour for three months of the year of sewage which has only undergone stage 1 treatment, endangers the health of riparian owners and sailors and the tourist economy. The run down nature of the local surface water drainage system puts the area in danger of flooding. Climate change makes building below the 5 metre contour probably unsustainable. The quantity of traffic on the A286, which is the main traffic artery for the western Manhood, endangers safety, encourages noise and air pollution and is a problem for the agriculture and horticulture industries. Further ribbon development along the roads on the western Manhood will only make matters worse. The residents of Birdham will take a lot of convincing that any development at all is sustainable until the infrastructure problems are solved.

Q13 (a)Blank Q13(b) Blank

Q14 Concern has been expressed about the reality of the consultation process which has been cumbersome and taken place at a time when many people’s ability to respond has been restricted by the holiday season. The lack of hard copy documentation may have excluded those without access to the Internet. Some people found the extensive and extremely detailed information hard to find. We would have wished that planning officers could have visited Parish Councils and/or their consultations with residents to explain some matters.

It was resolved that the Clerk be authorised to complete the consultation document on behalf of the Council with the statements above.

54-11 Correspondence – In addition to that already circulated.

a) The Clerk reported that he had received emails from Mr Steve Culpitt of Seaward Properties asking for a meeting with the Council and subsequently withdrawing the request.

b) A letter and petition had been received from Mr Haslam and some residents of Longmeadow Gardens complaining about the noise and fumes from the children’s fairground.

c) An invitation had been received from AiRS and SALC for two members of the Council to attend their AGM on the 4^th November at Ardingly. There were no available members to attend.

d) Two emails had been received from Mr G Churchill, past member of Birdham Parish Council. One expressing to the Council the privilege that he felt at being able to serve both the Council and the Community for nine years.

e) Mr Churchill’s second email pointed out that the waste bin in the children’s play area had been used by dog owners to deposit dog waste. He had cleared the waste that he had discovered and suggested that a further two bins should be purchased and installed by the Council to prevent further occurrences.

It was resolved that the Clerk should investigate the possibility of installing additional dog waste bins.

f) Recent publications had been received from the CPRE – Field Work and Countryside Voice, and from NALC the autumn edition of the LCR.

55-11 Reports:

i) Play area and playing field – The Clerk reported that vandals had broken down the Farne Lane gate to the children play area and that he was awaiting quotations to have the repair work carried out. He also reported that the goal posts had now been painted and the new nets could be installed. Cllr Grafham and Bolton undertook to carry out this work.

ii) Village Green and Pond – The Clerk said that he had discovered an organisation that would be prepared to help the Parish Council bring the pond back as a worthwhile asset to the community. Although they did not charge for the work that they do, relying on volunteers, they do request a donation be made at some point.

The Clerk reminded the Council of the family of a Birdham resident, who had recently died, who wished to place a bench on the village green overlooking the pond in his memory. It would appear that this was shortly coming to a successful completion.

iii) Police and Neighbourhood Watch – PCSO Bainbridge in apologising for non-attendance updated the Council on the internal movements of officers. PCSO Bromley had been posted to the Chichester Police Station and had been replaced by PCSO Jack Etteridge. NPT Officer remains as PC Dave Lyons whilst PC Emmett is acting up to Sergeant until the beginning of November.

The crime figures recently showed a slight increase in burglaries which will be dealt with by covert patrols and other methods. An outboard motor was recently stolen from Westlands Marine store. The Police are working with the Harbour Conservancy to make the area more secure.

It is hoped that in the very near future the police will be talking to pupils of Birdham School regarding road safety.

The next meeting of the WW Neighbourhood Management Panel will take place at WW Football Club on 7^th November at 7pm, all are welcome to attend.

iv) Communications/Parish Newsletter – Cllr Tilbury congratulated Cllr Finch on the work that she and her team had put in on the production of the last newsletter. In doing so he also asked how many editions where likely to be produced annually. Cllr Finch thought that four editions would be an ideal number. This was agreed.

Cllr Grafham said that he had now got all of the information needed for him to produce a paper with recommendations concerning the new web site.

v) Other – The Chairman Cllr Parks wished it to congratulate two members of the Council for being recognised for their achievements to the community.

Firstly, the Director of SALC Trevor Leggo, had put forward Cllr Tilburys name as one who should be invited by the Queen to attend a garden party at Buckingham Palace in recognition of his work to the Parish Council and the wider community. Cllr Tilbury said that it was a most magnificent day and one to remember.

Secondly, Cllr Crossley had been nominated and awarded the Volunteer of the Year by Chichester District Council.

56-11 Finance:

The Clerk reported that he had finally received the external auditors report from Mazars which did show a small typographical error on behalf of the Clerk that would need to be restated at the next audit. Other than the slight error the auditors had given the Council a financial clean bill of health.

In addition to the external auditors report, the Clerk said that the Council had received the second tranche of the precept. The accounts show a healthy balance but indications were that the Council would need to do some very serious thinking if it was not to significantly increase the precept.

The presented financial report showed the following figures;

Balances held at Bank: £46520.61

Designated Funds: £25557.04

Available Funds: £20963.57

Creditors: £ 1898.19

It was resolved to accept the financial report.

57-11 Reports from Councillors attending meetings

Cllr Tilbury said that both he and the Clerk had attended another meeting on the Longmeadow site which was to do with a different system of drainage to the one agreed by CDC. This had resulted in more concerns for the immediate neighbours. Archibald Shaw the current engineers felt that newly proposed system would be far better than that originally agreed by CDC. Certainly both he and the Clerk felt this new proposal was a better solution however, the residents were not convinced and were offered a one to one at the offices of Archibald Shaw.

Cllr Tilbury said that both the Chairman and he had attended one of the walks along part of the Medmerry Development. He said that it was worthwhile and interesting with work due to start shortly. The initial meeting had been held at the Earnly Concourse which is likely to close in the near future, leaving a problem for car parking and toilet facilities.

Cllr Tilbury said that the Village Hall Committee was well run and he and Cllr Finch were trying to get greater interest by the wider community to use the hall. More up-to date details would shortly be appearing on the notice board to encourage more organisations to come forward. Consideration was also being given to expand the opportunities that would present themselves to the Village Hall should the Nursery decide to leave.

Cllr Crossley said that he would shortly be meeting with contractors on site to try and come up with a proposal for a footpath between the Church and Claytons Corner. There was apparently a possibility of funding from the Ball however, he suggested that Birdham Parish Council might also make a contribution to the work.

There being no further business to discuss the meeting closed at 2130 hours.

Signed ___________________________ Dated ____________________

Chairman

Agenda for the Parish Council Meeting on the 19th September 2011

Birdham Parish Council

28 Langdale Avenue, Chichester, West Sussex, PO19 8JQ

Tel : 01243 790402 Fax : 01243 784478

Email : clerk@birdhamparishcouncil.org.uk Website : www.birdham.org.uk

Clerk to the Council : David J Siggs

MEETING OF THE PARISH COUNCIL

I hereby give you notice that a Meeting of Birdham Parish Council is to be held on Monday 19^th September 2011 in the Main Hall at Birdham Village Hall at 7pm and all members of the Council are hereby summoned to attend

David J Siggs - Clerk to the Council

AGENDA

1. Apologies for absence

2. Urgent/Additional items notified to the Chairman or the Clerk prior to the meeting

3. Public Question Time. (In accordance with Standing Orders 1d – 1l )

4. Declaration of interests

5. Approve and sign the minutes of the meeting held on 18^th July 2011

6. Emergency Planning – Lloyd Harris CDC

7. Land bequeathed to the Council

8. Clerk’s Report including:

i) WSCC Reports, highways matters and correspondence

ii) CDC reports including correspondence

iii) Other related matters

v) Reports from Members of WSCC/CDC if appropriate

9. Planning matters including CDC Applications and Decisions

Applications

BI/11/03087/DOM Mr Ben Emery-Roberts Hollybank Martins Lane Birdham

Single storey rear extensions.

BI/11/03029/FUL Mr & Mrs L Van Rooyen Creek Cottage Westlands Estate Birdham

Replacement of existing house within new dwelling.

Decisions

BI/10/05592/FUL St James Parochial Church Council St James Church Church Lane Birdham. Two storey linked extension. PERMIT

BI/11/02113/FUL Mr R Felton Harbour House 22 Greenacres Birdham

Demolition of existing house, construction of a replacement dwelling and garage and associated landscaping. PERMIT

BI/11/02305/DOM Mr Clive Bush Shalford Lock Lane Birdham

Extensions and dormers (resubmission of 10/05078/DOM.) PERMIT

BI/11/01343/DOM Mrs Carol Van Rooyen Creek Cottage Westlands Estate Birdham 1.8m Hazel/Willow fence. WITHDRAWN

BI/11/02208/FUL Mr Roger Jones Granary East Westlands Farm Westlands Lane Birdham

Variation of condition 2 attached to planning permission BI/99/00600/FUL. Chalet to be occupied by staff at Westlands Farm, or used for holiday letting only. REFUSE.

BI/11/02211/FUL Mr Roger Jones Granary West Westlands Farm Westlands Lane Birdham

Variation of condition 2 attached to planning permission BI/98/01697/FUL. Occupation by Mr Mark Barker and his dependants only, or otherwise for holiday letting only. REFUSE

BI/11/02235/DOM Mr And Mrs R Dale Tradewinds Lock Lane Birdham Chichester

Construction of a new garden store. PERMIT

BI/11/02522/EXT Doctor Frederick Winston Cornerways House 15 Greenacres Birdham

Extension of extant planning permission BI/08/02109/DOM. Two storey side extension.

PERMIT

BI/11/02670/DOM Mr Timothy Fuller Homewaters 24 Greenacres Birdham

Replacement garage comprising first floor games room and juliet balconies to north and south elevations. PERMIT

10. Councils Response to the Core Strategy Consultation Document

11. Correspondence

12. Reports:

i) Play area and playing field

ii) Village green and pond

iii) Police & Neighbourhood Watch

iv) Communications/Parish Newsletter

v) Other

13. Finance

To receive and approve a financial report

14. Reports of meetings attended by councillors

15. Items for inclusion in next meeting.

THE PUBLIC HAVE A RIGHT TO ATTEND ALL MEETINGS

OF THE COUNCIL AND ARE WELCOME

Provisional Planning Decisions

BI/11/03087/DOM Hollybank, Martins Lane, Birdham

The Council has NO OBJECTION to this application.

BI/11/03029/FUL Creek Cottage, Westlands Estate, Birdham

We have visited the site and have NO OBJECTION to this application.

We would comment on two matters.

Minutes of Council Meeting of the 18th July 2011

Birdham Parish Council

Minutes of the Meeting of the Council

held on Monday 18^th July 2011

at 7pm in Birdham Village Hall

Present: Cllr Parks (Chairman), Cllr Tilbury, Cllr Cobbold, Cllr Finch, Cllr Barker,

Cllr Grafham, Cllr Crossley, Cllr Bolton, Cllr Leach.

Apologies: PCSO Bainbridge.

In attendance: The Clerk, Cllr Montyn (WSCC & CDC), Cllr Marshall (CDC) PCSO Bromley and ten members of the public.

31-11 Urgent/additional items notified to the Chairman or the Clerk prior to the meeting

There were none.

32-11 Public Question Time in accordance with SO’s 1d -1l

There were none.

33-11 Declaration of Interests.

There were none.

34-11 Approve and sign the Minutes of the meeting held on the 20^th June 2011

It was resolved that the minutes of the 20^th June 2011 be signed as a true and accurate record

35-11 Harbour Conservancy Design Guide

Linda Park and Alison Fowler gave a very in-depth and informative briefing on the Harbour Conservancy Design Guide and the way that the guide would be used in future planning applications. Questions and concerns were raised about the recent planning application for two wind turbines which the Conservancy had yet to respond and the number of boatyards being converted or moving inland.

36-11 Land Bequeathed to the council

The Clerk reported that the Councils Solicitor had discovered that by placing a timeline on the executors of the late Mr Adams will it was possible to request that in view of the inaction of the current executors that a change be made. The method for implementing this change is to notify the Executors they have two weeks’ notice to complete the transfers. If they then fail a further two weeks is granted before an application is made for the appointment of replacement executors. This application is made through the Courts and, if the Council is minded to proceed on that route, could result in an increase of several thousands of pounds to bring to completion. Our Solicitors have said that in their experience where an application of that nature is threatened the other party are normally swift to respond positively.

It was resolved that the Clerk be authorised to instruct the Councils Solicitor to start the action above.

37-11 Clerks’ Report:

i) WSCC – The Clerk reported on the Chichester South Community Action Pilot moving into phase two with requests from Parish Councils to put forward community based projects by the 31^st July this year which, if being awarded the finance, could be completed by 31^st March 2012. He further suggested that a project that might be undertaken was the pathway of the Church Lane triangle to Claytons Corner with Cllr Crossley as lead Councillor. It was resolved that Cllr Crossley be authorised to produce a project and report back at the meeting in September.

ii) CDC – The Clerk had received a letter from Cllr Janet Duncton – Portfolio Holder for Planning at CDC. a copy of which had been given to all Councillors, outlining the situation regarding Neighbourhood Plans.

iii) Other related matters –

There were none

iv) Reports from Members of WSCC/CDC

Cllr Montyn (WSCC & CDC) spoke of the imminent decision of the County Council concerning the grant funding of Stagecoach Buses on some routes in our area and suggested that funding was likely to be removed.

He then went on to speak about the Core Strategy/LDF work that was being undertaken by CDC and stressed the importance of all residents and the Council responding to the public consultation during August and September.

Cllr Marshall (CDC) also stressed the importance of the LDF Consultation and then voiced his disappointment of the funding situation regarding the buses but stated that he would be having an on-going dialogue with Stagecoach to try and salvage some benefit from the funding reductions.

Cllr Cobbold said that she was confused about the options in the LDF Consultation document and the stated number of 650 homes in and on the Peninsula. Why had no thought been given to the environmental, social and economic impact that this number would have on the various communities. Cllr Montyn said that the answers to her questions and concerns were in the impact assessment document that would be available on the web site.

Cllr Crossley expressed both concern and displeasure over the time frame of the consultation saying that there was insufficient time for the Council to carry out consultation with the residents of Birdham.

At this point in the Agenda Cllr Tilbury was called away. The Chairman then suggested that the Council be minded to delay the Planning Matters until Cllr Tilbury returned in a short while. This was agreed.

38-11 Sportsmanship First (SF)

Cllr Crossley reported that he was the President of this organization whose aim was to promote competition as a way of life and sportsmanship as a core social value. He asked if the Council would support him in his proposal that local villages compete against each other in a 'Village Games' to mark the 2012 Olympics.

It was resolved that Cllr Crossley be encouraged in arranging this event for 2012.

39-11 Correspondence – In addition to that already circulated.

A letter of thanks had been received from the Manhood Mobility Volunteer Service in recognition of the Councils grant of £300.

40-11 Reports:

i) Play area and playing field – The Clerk reported that the surface by the round-about had now been re-surfaced and had already withstood an attack to damage or destroy it.

Coles Fair are due to move onto the sports field on the 21^st July and remain until 27^th and off by the 28^th in time for the Car Boot sale on the 30^th July.

The Clerk reported that the new goal nets had now been received and that the nets would be re-installed once the goal posts had been painted.

ii) Village Green and Pond – The Clerk reported that all of the required GCN surveys had now been carried out on the pond and none had been found. In the process it was noted the deterioration of the pond possibly indicated that the water voles had moved on. EPR recommended that a further water vole survey be carried out and should this confirm the indications that no voles are present then this would make it easier for the Council to carry out the work required in de-silting the pond and other remedial work.

It was resolved to instruct the Clerk to have the additional vole survey carried out.

In addition the Clerk reported that the damaged spars and posts to the small fence surrounding the pond had been replaced.

iii) Police and Neighbourhood Watch – PCSO Bromley reported that there had been a rise in the level of crime. The most serious of which occurred on the border of Birdham and Apuldram at Pump Bottom Farm during the ‘Blues on the Farm’ music festival, with burglaries from tents and caravans that were on site at the time. 13 Incidents had been reported to the police with one criminal damage report.

There had been an incident in Church Road and a theft from Birdham Stores.

During the ‘Day of Action’ campaign which had been carried out in Birdham and the Witterings, 165 cars had been stopped for offences ranging from not wearing a seat belt to having no insurance. One arrest was made of a driver who was found to have a considerable amount of cannabis with intent to supply.

iv) Communications/Parish Newsletter – Cllr Finch reported that the first newsletter of the new Council had been printed and delivered with the exception of one small area.

Cllr Grafham reported that work to redesign the Councils web site was on-going and that several companies had been contacted. He would also be arranging to train Councillors in the use on the potential use of ‘Computer Forums’.

v) Meeting with Mr P Johnson – Head of Birdham CE Primary School – An onsite meeting was held at the Church to discuss the problems associated with parking and the speed of vehicles passing the Church car park. Mr Johnson also highlighted the possible increase in car usage and thus the increase in danger if and when the Nursery School moved onto the main School Campus. He asked for, and was given assurances that the Council would work with the School in an attempt to resolve any potential problems.

At this point Cllr Tilbury returned to the meeting.

vi) Other – The Longmeadow development was still causing extreme concern for our residents. The Panning permission that had been granted was subject to a number of conditions. Conditions are not normally the subject of further action by consultees or residents however, in this case the residents have managed to ‘persuade’ both CDC and the Developer to include them in consultations concerning the drainage situation. It is now likely that the developer may switch from attenuation tanks to soak-a-ways which has raised further concerns for the neighbours of the site. Doubt does exist as to how this may work and answers have been requested from CDC.

The Clerk reported that he had been contacted by the developer reference a further meeting which was to take place on-site to discuss this new suggestion. The Clerk, together with Cllr Tilbury, had been asked to attend along with two members of the neighbouring residents.

Cllr Montyn said that the discharge of any conditions that had been applied to the original decision was not within the remit of the ADC (South). As he understood it the design of the drainage system was now in the hands of design engineers - Archibald Shaw - who had raised concerns about the original design and its potential problems.

41-11 Planning matters including CDC decisions:

Applications

D/11/02461/FUL Southend Farm, Donnington

This is an application to erect two wind turbines at Southend Farm, Donnington, in an area which lies adjacent to the boundary with Birdham Parish. The site lies outside the Chichester Harbour Area of Outstanding Natural Beauty but the turbines may be visible from it.

The issues are intrusion into the landscape, loss of amenity, danger to birds and precedent.

A comprehensive report is attached to the application and concludes that the intrusion, though it will exist, is not a major concern. Photographs are provided showing the view of the turbines from Birdham Straight, which is the edge of the AONB, and much of the site is masked by trees.

The turbines will be approximately 350 metres from Southend Farm to which they will supply power. The next nearest dwelling would appear to be Cowdry Farm (and the adjacent converted barns) which are at least 900 metres away. In terms of noise, flicker or loss of visual amenity to the property owners, even in open land, this would not appear to be a problem.

The report on the flying patterns of the birds in the area concludes that the danger to birds will not be a problem.

There remains the question of precedent. It is likely that there will be an increasing number of applications for wind turbines and photo-voltaic cell arrays as providers of green energy. The Local Plan, First Review, 1999 contained a policy (RE24) on this matter but it was not saved. The assumption was that single or groups of wind turbines will be permitted, subject to 9 provisos which are largely covered above.

Birdham Parish Council does not feel that there are sufficient grounds to object to this particular application because there is a lack of policy background on which to base such a judgement, but suggests that the matter should go before the Development Control Committee who would then have the opportunity to consider setting out a clear policy (as required under PPS22) to form part of the new LDF Core Strategy, bearing in mind the precedent which this application may set.

BI/11/02522/EXT Cornerways House, 15 Greenacres, Birdham

This is an application to extend the time limit on the implementation of permission granted to application BI/08/02109/DOM. Permission having been granted and the circumstances being unchanged, the Council knows of no reason why the LPA should not PERMIT this extension.

BI/11/02670/DOM24 Greenacres, Birdham

This is an application to replace an existing garage with a new building to match the replacement dwelling house erected on this site and to include first floor games room and balconies on the north and south elevations.

The existing garage appears from the plans provided to be 3.2 metres high to the ridge and 9 metres wide on the north and south elevations. The proposed replacement appears to be 5.7 metres to the ridge and 9.7 metres wide and thus adds considerably to the height and bulk of the building. In addition to this, the proposal is move the footprint 1.1 metres north and 1 metre east. A darker palette of colours (as with the main dwelling) would help to mitigate the intrusion into the landscape under Policy C1.

We are also concerned about the screening from the Harbour. We appreciate that one reason for moving the footprint 1 metre to the east is to give room for increased planting to screen from the neighbours to the east – and this is shown in green on the plan. Sensitivity to the needs of the neighbours is shown by the lack of windows on this elevation. There is mention of some additional planting on the north (Harbour) side of the structure but this is not shown and would negate the view from the upper storey window and balcony. Any planting would have to be evergreen to maintain the screening throughout the year and preferably of indigenous species.

Birdham Parish Council raises NO OBJECTION to this application. If the LPA is minded to permit this development a condition should be attached precluding conversion of the building to residential accommodation.

It was resolved to instruct the Clerk to notify Chichester District Council of the decisions made.

Decisions

BI/11/01724/DOM Mrs R Douglas 15 Walwyn Close Birdham

Single storey rear extension. PERMIT

BI/11/02064/TPA Mrs M E Marshall The Snipe Lock Lane Birdham

Crown thin by 30% on 1 no. Oak tree (T1) within Group 'A' subject to BI/98/00035/TPO.

PERMIT

BI/11/02077/PLD Ben Emrys-Roberts Hollybank Martins Lane Birdham Single storey rear extensions. REFUSE

BI/11/02115/DOM Mr And Mrs Porti Land South Of Manhood End Farm Birdham Road Proposed conservatory. PERMIT

It was resolved to note the decisions made by Chichester District Council

42-11 Finance:

The Clerk presented the financial report which had been circulated to members which showed the figures;

Balances held at Bank: £43474.51

Designated Funds: £25557.04

Available Funds: £17917.47

Creditors: £ 4603.83

It was resolved to accept the financial report.

43-11 Reports from Councillors attending meetings

Cllr Tilbury reported that he had attended WSCC South Local Committee at which much of the discussion centred on TRO’s. 42 had been issued during the year over 14 areas.

Since 2003 Birdham Council has been pressing for a 20mph speed limit. At one point it had been 3^rd on the list of priorities but had slipped back to eighth on the list as higher priorities had been recorded in the Chichester City area.

Cllr Tilbury when on to explain that the Minister for Roads – Norman Baker MP - had made a statement that appeared to say that the current restriction on obtaining such a TRO should be done without the current level of bureaucracy needed.

It was suggested by Cllr Cobbold that Cllr Crossley might include the suggestion of a 20mph speed limit in his School Parking Project.

Cllr Finch said that she had attended meetings of West Wittering Parish Council and Itchenor Parish Council.

There being no further business to discuss the meeting closed at 2130 hours.

Signed ___________________________ Dated ____________________

Chairman

Parish Council Newsletter September 2011

newsletter september 2011

Agenda for the Council Meeting on the 18th July 2011

Birdham Parish Council

28 Langdale Avenue, Chichester, West Sussex, PO19 8JQ

Tel : 01243 790402 Fax : 01243 784478

Email : clerk@birdhamparishcouncil.org.uk Website : www.birdham.org.uk

Clerk to the Council : David J Siggs

MEETING OF THE PARISH COUNCIL

I hereby give you notice that a Meeting of Birdham Parish Council is to be held on Monday 18^th July 2011 in the Main Hall at Birdham Village Hall at 7pm and all members of the Council are hereby summoned to attend

David J Siggs - Clerk to the Council

AGENDA

1. Apologies for absence

2. Urgent/Additional items notified to the Chairman or the Clerk prior to the meeting

3. Public Question Time. (In accordance with Standing Orders 1d – 1l )

4. Declaration of interests

5. Approve and sign the minutes of the meeting held on 20^th June 2011

6. Harbour Conservancy Design Guide – Linda Parks

7. Land bequeathed to the Council

8. Clerk’s Report including:

i) WSCC Reports, highways matters and correspondence

ii) CDC reports including correspondence

iii) Other related matters

v) Reports from Members of WSCC/CDC if appropriate

9. Planning matters including CDC Applications and Decisions

Advisory

D/11/02461/FUL Southend Farm, Donnington

Erection of two 50 kw wind turbines. (Hub height 24.6m, max blade elevation 34.2m).

Applications

BI/11/02522/EXT Doctor Frederick Winston Cornerways House 15 Greenacres Birdham

Extension of extant planning permission BI/08/02109/DOM. Two storey side extension.

BI/11/02670/DOM Mr Timothy Fuller Homewaters 24 Greenacres Birdham

Replacement garage comprising first floor games room and juliet balconies to north and south elevations.

Decisions

BI/11/01724/DOM Mrs R Douglas 15 Walwyn Close Birdham

Single storey rear extension. PERMIT

BI/11/02064/TPA Mrs M E Marshall The Snipe Lock Lane Birdham

Crown thin by 30% on 1 no. Oak tree (T1) within Group 'A' subject to BI/98/00035/TPO.

PERMIT

BI/11/02077/PLD Ben Emrys-Roberts Hollybank Martins Lane Birdham Single storey rear extensions. REFUSE

BI/11/02115/DOM Mr And Mrs Porti Land South Of Manhood End Farm Birdham Road Proposed conservatory. PERMIT

10. Sportsmanship First (SF) Inter Parish Games (Deferred from 20^th June Meeting) - Cllr Crossley to report

11. Correspondence

12. Reports:

i) Play area and playing field (Village fete and use of playing field)

ii) Village green and pond

iii) Police & Neighbourhood Watch

iv) Communications/Parish Newsletter

v) Meeting with P Johnson ref parking and walking to school

vi) Other

13. Finance

i) To receive and approve a financial report

14. Reports of meetings attended by councillors

15. Items for inclusion in next meeting.

THE PUBLIC HAVE A RIGHT TO ATTEND ALL MEETINGS

OF THE COUNCIL AND ARE WELCOME

Agenda Item 9

D/11/02461/FUL Southend Farm, Donnington

The issues are intrusion into the landscape, loss of amenity, danger to birds and precedent.

The turbines will be approximately 350 metres from Southend Farm to which they will supply power. The next nearest dwelling would appear to be Cowdry Farm (and the adjacent converted barns) which are at least 1000 metres away. In terms of noise, flicker or loss of visual amenity to the property owners, even in open land, this would not appear to be a problem.

The report on the flying patterns of the birds in the area concludes that the danger to birds will not be a problem.

Birdham Parish Council does not feel that there are sufficient grounds to object to this particular application but suggests that the matter should go before the Development Control Committee who would then have the opportunity to consider setting out a clear policy (as required under PPS22) to form part of the new LDF Core Strategy, bearing in mind the precedent which this application may set.

Minutes of the Council Meeting held on the 20th June 2011

Birdham Parish Council

Minutes of the Meeting of the Council

held on Monday 20^th June 2011

at 7pm in Birdham Village Hall

Present: Cllr Parks (Chairman), Cllr Tilbury, Cllr Cobbold, Cllr Finch, Cllr Barker,

Cllr Grafham, Cllr Crossley, Cllr Bolton.

Apologies: Cllr Leach, Cllr Montyn (WSCC & CDC), PCSO’s Bromley and Bainbridge

In attendance: The Clerk and Eighteen members of the public.

16-11 Urgent/additional items notified to the Chairman or the Clerk prior to the meeting

There were none

17-11 Public Question Time in accordance with SO’s 1d -1l

There was none but, Mr P Johnson – Head of Birdham CE Primary School - requested to speak to the Council on an important matter which was granted further down the Agenda.

Ms S Lillywhite said that the Nursery School would close its doors at the Village Hall and re-open them on the Birdham CE Primary School Campus at some point in the future.

18-11 Declaration of Interests.

There were none.

19-11 Approve and sign the Minutes of the meeting held on the 16^th May 2011

The Clerk pointed out that there were three amendments to the circulated minutes. Those being the title which should read Annual Meeting, in minute 5-11 Crooked Lane should read Church Lane and minute 15-11 had been re-written to reflect what was actually said. With these amendments it was Resolved, that the minutes of the 16^th May 2011 be signed as a true and accurate record.

20-11 Land Bequeathed to the council

The Clerk reported that the Councils Solicitor had, together with the solicitors acting for the other parties, completed the necessary documentation to transfer the land to each of the beneficiaries. This has since been sent to the solicitors acting as the executors in a further attempt to speed up what had become an unnecessary and drawn out process for no discernable purpose or reason. The Councils Solicitor has been instructed to determine what course of action can be taken against the executors and to remind the executors of their responsibilities in maintaining the land until the transfer is completed.

21-11 Clerks’ Report:

i) WSCC – The Clerk reported that he received a letter from WSCC concerning the Street Lighting PFI together with an invoice for maintenance of the lighting columns in Birdham. The invoice showed an increase of almost 30% over last year’s costs and would increase still further in 2012 by a further 5.1%.

ii) CDC – The Clerk had received a copy of the Standards Committee Minutes which showed that there are currently six vacancies but, more importantly showed the problems associated with the Government’s intention to dissolve the Standards Board and, currently, offer no substitute.

iii) Other related matters – The Clerk has received both the Agenda and Minutes of CDALC and wished to know if it was possible for Cllr Cobbold, the Councils representative, to attend and if she was still available to become the nominated representative on the Harbour Conservancy. Cllr Cobbold agreed to both requests.

On a separate matter the Clerk reported that he had received a copy of the Fifth Draft of the Manhood Peninsula Partnership entitled Towards ICZM. He suggested that as the author, Cllr Cobbold, was present he felt that it was the ideal opportunity for her to perhaps outline both the purpose and ramifications of the document.

A brief discussion then took place post which the Council requested that the Clerk respond to the Draft Report on behalf of the Council.

22-11 Planning matters including CDC decisions:

Applications

BI/11/01674/DOM 3 Whitestone Cottages, Main Road, Birdham

This application is a modification of application BI/10/02247/DOM and so many of our previous comments apply. Whitestone Farm lies outside the Birdham SPA and outside the Chichester Harbour Area of Outstanding Natural Beauty. The Farm dates back, at least to 1258 and probably to 1169, but the present farmhouse is of comparatively recent construction and of no architectural merit. It does however sit well in the landscape.

Number 3 forms part of the division of Whitestone Farmhouse into three cottages. The proposal will have the effect of tidying up some ad hoc extensions which have appeared over the years and extending the property under a complicated but workable roof structure. We previously drew the Officer’s attention to the entrance hall which incorporates the outside structure of a chimney to the lounge fireplace and will also necessitate some thought in moving a soil pipe shown adjacent to the chimney. We understand from the applicant that the access to the shared sewerage which runs under the new entrance hall will be by a sealed manhole. More thought is being put into the interface between the new east wall of the entrance hall and the adjacent garage and we assume that this will be sorted out and be the subject of building regulations conditions at a later stage.

We are satisfied that this proposal is suitable in this location and that there will be no loss of amenity as the site is surrounded by hedging and fencing which will make it invisible across the open farmland to the north and east. The Council has NO OBJECTION to this application.

BI/11/01837/DOM 10 Burlow Close, Birdham

The wife of the applicant is a member of Birdham Parish Council and has taken no part in this decision.

This is a resubmission of an application we have already approved. We understand that the reason for the resubmission is that the applicant asked for a Certificate of Lawful Use rather than a Planning Permission. The Council continues to have NO OBJECTION to this application.

BI/11/01761/DOM 5 Burlow Close, Birdham

This application lies within the Birdham SPA and the Chichester Harbour Area of Outstanding Natural Beauty. Burlow Close is a private road composed mainly of bungalows. The front gardens are unfenced but are fringed here and there by shrubs. The application site lies at the corner of the dog-leg in the road and so is both side-on and facing the road on the south and west sides respectively. A close boarded fence has been erected from the road on the south side and marks the rear (eastern) curtilage of the property. It is not clear from the plans if the intention is to extend this close boarded fence along the south side of the property adjacent to the proposed conservatory; at present there is a shrub hedge with trellis here and there. The erection of a close boarded fence along this south side would certainly affect the streetscape of Burlow Close and we consider that the present hedge and trellis afford sufficient privacy to the proposed conservatory. We also assume that there is no intention to extend the fence along the west side of the property.

The proposed conservatory is modest in size. It will be visible mainly from the house on the other side of the road (number 9) and we are told that all external materials will match the existing property. We feel that the finial on the top of the roof of the conservatory jars with the existing clean lines of the main house.

We can find no planning issue on which to object to this application but would draw the Officer’s attention to our concerns about the possible extension of the fencing which is alien to this street and could form a precedent for a patchwork of alterations elsewhere. The Council raises NO OBJECTION to this application.

BI/11/02077/PLD Hollybank, Martins Lane, Birdham

Hollybank lies within the Birdham SPA and in the Chichester Harbour Area of Outstanding Natural Beauty. The proposal is for extensions to the property to make a garden room ad to extend the kitchen. It has been presented as an application for Lawful Development. No work has been carried out on the site. The extensions would both be single-storey with pitched, partly-glazed roofs and our concern was mainly with the loss of amenity to neighbours. We have visited the site and are satisfied that the ground floor windows will not affect the neighbours and the Velux roof lights are at a height where they will not constitute a loss of privacy. We understand that there is already a condition on the hedge marking the SW boundary, that it be maintained at a height of twelve feet. We would wish this to be confirmed.

The Council has NO OBJECTION to this application.

BI/11/02064/TPA The Snipe, Lock Lane, Birdham

The applicant is the wife of one of the District Councillors for The Witterings.

This oak tree represents all that Tree Preservation Orders are meant to stand for. It is a beautiful tree in itself and it stands at a point where its amenity value in the landscape – at the entrance to the Chichester Ship Canal – is significant. We agree with the tree surgeon that the tree has been badly treated in the past and are pleased that the sensitive restoration of the tree, described in the application, is to take place. The Council has NO OBJECTION to this application.

BI/11/02208FUL and BI/11/02211/FUL Granary East and Granary West , Westlands Farm, Birdham

Birdham Parish Council was appalled by the previous applications for a Certificate of Lawful Use in respect of the above properties and The Stables on the same site. It was unfortunately unavoidable that the Certificate was granted in respect of The Stables and we understand that Enforcement notices are still operative in respect of Granary East and West. We are anxious that nothing in this response should interfere with due process in these matters.

These applications are an attempt by the new owner of Westlands Farm to regularise the situation which he has inherited. These cottages lie outside the Birdham SPA and within the Chichester Harbour Area of Outstanding Natural Beauty and it is most unlikely that they would have received planning permission, had they not been originally designated as holiday cottages. The proposal is that Mr Barber should be allowed to continue to reside at Granary West but, should he leave the property, it should then be available only as a holiday cottage and for no other purpose. In the case of Granary East, the cottage may be used in future only as staff accommodation or holiday accommodation and for no other purpose. The new owner is concerned for the security of his property and accommodation for his employees.

It is making the best of a bad job but the Council has NO OBJECTION to the proposed conditions. We would add that it should be a condition that none of these cottages may be sold in future separately from the main Farmhouse. It might be worth considering an agricultural tie on all of them.

We support the motion passed by Development Control Committee (South) at the time of the consideration of these matters, that the Planning Authority should keep a register of conditions so that a property nearing the end of ten year period should be inspected in good time, to avoid more situations like this.

BI/11/01392/ELD Home, Shipton Green, Birdham

This property lies within the Chichester Harbour Area of Outstanding Natural Beauty but outside the Birdham SPA. The application is that land adjoining the property should be recognised as sui generis, that is land associated with a residence but outside the domestic curtilage. It is further maintained that the land has been used in this way for more than ten years and that a Certificate of Existing Use should therefore be allowed.

Our concern is that, by recognising the land in this way, it may open the possibility now or in the future for development of this land as, for example, residential property. We have been assured by the Officer however that, although recognition would make it easier to apply for a change of use, in practice such an application would be subject to normal planning procedures and, at this point in the AONB and with the ambience being essentially rural at this point; such permission would be difficult to achieve. To the best of our knowledge the statements by the applicant, that the land has been used in this way for more than ten years, are true. We would nonetheless like to see a Condition applied to the grant, if possible, excluding the land from use for building development now or in the future.

BI/11/02115/DOM Land south of Manhood End Farm, Birdham Road, Birdham

This is an application to add a conservatory to the existing house. Our only comment would be that the finials on the ridge of the conservatory are out of character with the roof lines of the rest of the property and should be omitted. The Council has NO OBJECTION to this application.

BI/11/02113/FUL Harbour House, Greenacres, Birdham

This is an application to demolish and replace the existing house and follows the grant of an application in 2010 to extend and refurbish. The house lies within the Chichester Harbour Area of Outstanding Natural Beauty and outside the Birdham SPA.

We have noted the design guidance of the Chichester Harbour Conservancy and stated previously our own concerns about the trend to build bigger and bigger houses along the Harbour. The interpretation of Policy H12 still needs re-examination as it is not clear whether it refers to the footprint of the dwelling or the floor area of all storeys. It also claims to apply only to houses with less than 90m2 floor areas which would not apply in this case. The footprint of the proposed dwelling appears to us to be an increase of 23% on the existing house (with its later additions) and the silhouette facing the Harbour an increase of 22%. (The Conservancy recommends a maximum of 50% for the footprint and 25% for the silhouette)

We were also concerned about the ridge line of what is now a three storey house – especially as this had been of concern to a neighbour under the 2010 application. We note however that it is comparable to the approved ridge of the 2010 application.

A further concern is the amount of glass facing the Harbour. Once again, however, this is comparable with the 2010 approval but we would ask that consideration be given to using non-reflective glass to avoid glare from the windows towards the Harbour in the late afternoon. Fenestration on the east and west elevations, facing the neighbours, has been kept to a minimum and mostly at ground floor level. Above the ground floor, where possible, it should be obscure glazed to preserve the privacy of neighbours. We note that the building will be of unpainted brick which will make it less obtrusive into the landscape and we hope that a palette of darker colours will be used for the paintwork.

We approve the reinforcement of the hedging with native species.

We assume that the proposed garaging will have a Condition that it may not be sold separately from the main house. The Council has NO OBJECTION to this application.

BI/11/02235/DOM Tradewinds, Lock Lane, Birdham

(There seems to be some confusion about the address on the front of the application form)

This is an application to erect a new garden store on the forecourt of Tradewinds. The issues are mainly to do with tree preservation and avoidance of interference with the ambience of this part of Lock Lane.

The oak tree avenue on either side of this part of Lock Lane was the subject of a Tree Preservation Order in 2008.We note the thorough report by Arbortech (Consultancy) and the impact assessment they have prepared.

The store itself has no dimensions marked but our estimate is that it is 3.1m high to the ridge. Because it will be largely hidden behind the hedge and trees we do not believe that it will have a detrimental impact on the streetscape at this sensitive point.

Provided that the Arbortech advice is followed to the letter during construction and the soft planting consists mainly of species which preserve the green screen throughout the year, the Council has NO OBJECTION to this application.

BI/11/02305/DOM Shalford, Lock Lane, Birdham

This is a resubmission of application BI/10/05078/DOM which was withdrawn because of criticism of the design and scale of the dormer windows on the west elevation, on which we commented at the time. The only issue is therefore whether this latest design meets the objections.

We note that the dormers on the west elevation have been converted to pitched roof styles and that the proportions now have greater coherence and are less heavy in appearance. We repeat our request that the materials used should help the structure to blend into the open landscape. We have some doubts about the off-white render in the open landscape. We look to a condition on the height to be maintained on the hedge by the footpath to the west of the site.

We would also draw the attention of the applicant’s architects to the fact that these plans were very difficult to read on-line. The Council has NO OBJECTION to this application.

It was resolved that the Clerk forward the Councils decisions to Chichester District Council

Decisions

BI/11/01325/DOM Mr and Mrs Hutchinson Pooh Corner 1 Westlands Estate Birdham

Single storey side and rear extension, alteration to roof and other amendments. PERMIT

BI/11/00632/DOM Mr Stephen Alcock Mile Cottage Main Road Birdham

Side and rear extensions. REFUSE

BI/11/01370/DOM Ms Ann Beazer Summer House Westlands Estate Birdham

Garden studio. PERMIT

BI/10/03606/FUL Ellen Chapman 6A Burlow Close Birdham

Alterations and extensions to the existing building, change of use of small area of land in northwest corner to domestic garden, remediation work to the existing drainage ditch along the northern boundary. PERMIT

It was resolved to note the decisions made by Chichester District Council

23-11 Sportsmanship First (SF) Cllr Crossley requested that, as it was rather a long Agenda, this item, upon which he was due to report, be deferred to the July meeting. This was agreed.

24-11 Communications – Cllrs Finch and Grafham presented a paper on the subject of communications within and from the Parish Council to the residents. The paper was warmly received and both were congratulated on the work that they had undertaken. It was requested that the paper be included as an annex to the minutes of the meeting and that a working group consisting of Cllrs Finch, Grafham and Barker with support from the Clerk.

25-11 Potential Changes to Supported Bus Services – The Council had debated this subject via email owing to the rather short time frame of the consultation process, and had submitted a series of comments to the Clerk. This information had then been collated and submitted to WSCC as the response from the Parish Council.

Mr P Finch – a resident - felt that the Cllr Montyn WSCC should have been there in order to have heard and addressed the genuine concerns that residents felt about the potential loss of these services. Cllr Crossley reported that he had had various meetings with members of CDC, WSCC and concerned residents and that he and others would be meeting with Stagecoach to present some ideas which may save the service

26-11 Financial Regulations & Standing Orders

The Clerk reported that a correction notice had been issued to item 32 - Variation, revocation and suspension of Standing Orders - and suggested, that if Councilor’s were minded to agree, the figure required should be five in which case he would issue the amended page.

It was resolved to accept the Clerks recommendation.

27-11 Correspondence – In addition to that already circulated.

i) A letter had been received from the CPRE inviting a member to attend its 38^th AGM. The Clerk asked for volunteers to attend and if there were none he would try and get there himself.

ii) A letter of thanks had been received from Victim Support for the Councils donation of £100.

iii) An email had been received from Mr Brian Smith – a balloonist – requesting permission to use the playing field as a takeoff point between May and September, and probably no more than five times during that period and only for people who are prepared to make a donation to CHASE, the childrens charity.

It was resolved to grant permission provided that Mr Smith would supply copies of his documentation to the Clerk and check with the Clerk any proposed flight dates were clear of other users.

28-11 Reports:

i) Play area and playing field – The Clerk reported that he had received a quotation from Pro-Teq to resurface the very badly damaged area of surfacing under the roundabout. This led to a debate on the suitability of the play area with suggestions that local people were going to a neighbouring parish to use a much better, up-to-date playground. It was resolved that the Clerk should go ahead with the resurfacing work and that a proper debate be held at some point into the future on the play area.

In addition the Clerk reported that at least one of the goal nets had been stolen. This had been reported to the Police by a resident who witnessed the theft. Since then the Council had received an anonymous donation from a resident to pay for new goal nets. It has now been arranged that the goal posts will be repainted prior to the new nets being fitted.

ii) Village green and pond – The Clerk reported that all of the required GCN surveys had now been carried out on the pond and none had been found. In the process it was noted the deterioration of the pond possibly indicated that the water voles had moved on. EPR recommended that a further water vole survey be carried out and should this confirm the indications that no voles are present then this would make it easier for the Council to carry out the work required in de-silting the pond and other remedial work.

It was resolved to instruct the Clerk to have the additional vole survey carried out.

In addition the Clerk reported that the damaged spars and posts to the small fence surrounding the pond had been replaced.

iii) Police and Neighbourhood Watch – In apologising for her non-attendance due to work commitments PCSO A Bromley asked that the following report be read out-

May 18^th – Theft of steddle stones from Walwyn Close

May 18^th – Theft of Outboard motor from Main Road Birdham

May 21^st – Break in at Birdham Stores – cigarettes stolen

June 3^rd – Break in to motor vehicle – Main Road

June 6^th – Theft of outboard motor from Birdham Pool

June 15^th – Barn fire at Russells

Should anyone like to have their garden property marked please call Anne on her mobile 07881 518742.

iv) Other – Mr P Johnson – Head of Birdham CE Primary School – was given the opportunity to speak at this point. He raised the point of the nursery closure and its move to the main school campus, although he was unsure when this was likely to happen.

His main concern was that of traffic and the mix of children and vehicles and the potential for a serious accident to occur unless the problems associated with car parking at the Church and along Crooked Lane were addressed.

He spoke about the travel plan and other methods of sustainable transport and his awareness of concern about traffic issues in and around the area. He has been, and will continue, talking to parents in an attempt to persuade parents to be more considerate when dropping off and collecting children.

In summation he invited the Parish Council and the School to work together, in partnership, to resolve the continuing problem.

29-11 Finance:

i) The Clerk presented the financial report which had been circulated to members which showed the figures;

Balances held at Bank: £47020.33

Designated Funds: £25557.04

Available Funds: £21463.29

Creditors: £ 3510.82

It was resolved to accept the financial report.

30-11 Reports from Councillors attending meetings

Cllr Tilbury reported that he had attended a meeting of the Village Hall Trust at which the subject of the Nursery move was raised, and whilst this was seen as disappointing it was also seen as an opportunity for the Village Hall to widen its appeal to residents and external users. He emphasised that although the loss of the nursery would be a financial loss to the Trust, the Trust was financially secure

There being no further business to discuss the meeting closed at 2100 hours

Signed ___________________________ Dated ____________________

Chairman

Annex A to the Minutes of the 20^th June 2011.

BPC Communication

In the 2011/2012 budget money had been allocated for newsletters (£250) and to revamp the web-site (£1500). Councillor Grafham and Councillor Finch have consulted councillors and the clerk and carried out research to prepare this discussion document to support the agenda item.

Why continue to make improvements to communication rather than maintain the status quo?

There is general agreement amongst the councillors that it is important both to the perceived and actual success of the council that communication is improved in both directions – to get information out to more residents and to open up more opportunities for residents to share their concerns and their aspirations for Birdham.
The expectations of residents have naturally changed as methods of communication have changed. The Council will need to consider these new methods while retaining more traditional routes in order to remain engaged with the widest possible range of residents.

How should we communicate, bearing in mind it needs to be 2-way?

Meetings: The council has already recognised the need for monthly council meetings to feel as inclusive as is possible, while maintaining the appropriate framework for legally valid decision making. To this end the physical layout of the meeting has changed in recent years and councillors make efforts to be as welcoming as possible to members of the public who attend. In addition there have recently been changes to the agenda so that the opportunity for public questions falls nearer the beginning of the meeting. Significant issues, such as flooding, encouraging residents to stand for council, the church extension and public concerns over the Longmeadow development have also been tackled in dedicated meetings.

Additional proposals:

to extend the presence of councillors in the Village Hall before and/or after the monthly meeting;
to hold a ‘surgery’ in a smaller location and/or at different times (not just a weekday evening for example);
to have a welcome party for new residents, in collaboration with the Church.

Printed communication: It has been previously proposed by the council to issue a council newsletter 4 times a year (June, September, December and March). When issued this has been distributed by councillors to all houses in the parish. Additional notices of special meetings have also been distributed this way. Notices are placed on the council noticeboards at Birdham Stores, the Church and the Village Hall.

Proposals:

to assign production of the newsletter as an action (see “Who” later)
to issue the newsletter at the intervals detailed above and before the council meeting of the month in question, except this year to issue in July to get the process started again and introduce the new council
to prepare material about Birdham Parish Council for inclusion in the Church welcome pack
to assist the Church in identifying new residents
to agree a delivery scheme which ensures delivery areas are fair and appropriate (covers Birdham parish)
to encourage residents to register for delivery of newsletters and notices via email to reduce paper/printing costs and delivery
to determine an appropriate, cost effective and sustainable method of printing

Electronic communication: The council have a web-site, developed by a local company, which contains minutes of meetings, agenda’s etc. The council have recognised the web-site could be improved for users and for administrators and to this end £1500 has been included in the proposed 2011/2012 budget.

Proposals:

To review the options and costs for updating the website, e.g. updating the current site or redevelopment with a new provider (see Website Analysis document for more info)
To review the content provided on the website
To consider how the user interacts with the council via the website
To include relevant links to other local organisations and businesses
To include the website address in all other communications, e.g. the newsletter
To engage with social media sites, e.g. Facebook and Twitter, both of which are well-used by other councils and council associations.
To engage with SALC and NALC to seek advice/review guidelines for on-line communication.
To create a working group to manage the process of review and set a ‘project schedule’, breaking the process down into manageable stages with delivery milestones.

What should we communicate?

Future: Currently the future items for discussion are detailed in the agenda issued one week before the monthly meeting and posted on the noticeboards and web-site.

Proposals:

To provide links to CDC/WSCC items which are coming up
To post items to website/Facebook about future items/issues/events which may be up for discussion at later meetings than the next one

Past: Minutes are posted on the website.

Proposals:

To post all documents (correspondence, etc.) that may be requested under FOI

Current: Councillors are listed on the website with contact details for the clerk.

Proposals:

To list parish/district/county councillors relevant to Birdham on website and noticeboards.
To provide contact details on the website/noticeboards for those happy to have these publically available
To provide a photo on the website of those happy to have a photo
To put a group photo of the parish councillors into the July newsletter
To include informative pieces on the website covering the duties and responsibilities of the council, how parish councils work, planning, current newsletter, etc.
To create a ‘sister site’ to contain non-council information such as links to Birdham businesses, Village Hall, etc.

How do we make sure all this happens?

Council Meetings: Communication comes up regularly in various guises in council meetings. A small group formed in 2010 to look at the web-site has dissolved due to loss of one of the councillors.

Proposals:

To add “Communication” as a regular agenda item.
To form a small group (terminology) who will ensure the necessary activities are completed and any decisions for the council are raised under the agenda item. Members of the council would contribute to the work of this group according to their interests and relevant experience, with a core team of Councillor Grafham, Councillor Finch and the clerk. The group would consult with residents who have a particular expertise to assist in the development of social media.

Agenda for the Parish Council Meeting to be held on 20th June 2011

Birdham Parish Council

28 Langdale Avenue, Chichester, West Sussex, PO19 8JQ

Tel : 01243 790402 Fax : 01243 784478

Email : clerk@birdhamparishcouncil.org.uk Website : www.birdham.org.uk

Clerk to the Council : David J Siggs

ANNUAL MEETING OF THE PARISH COUNCIL

I hereby give you notice that the Annual Meeting of Birdham Parish Council is to be held on Monday 20^th June 2011 in the Main Hall at Birdham Village Hall at 7pm and all members of the Council are hereby summoned to attend (more…)