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Minutes January 2008

Minutes of the Meeting held on Monday 21st January 2008 at 7pm in Birdham Village Hall.Present: Cllr Tilbury; Cllr Mrs Cobbold; Cllr Meynell; Cllr Howat; Cllr Churchill

In attendance: The Clerk; County Cllr Daws-Chew; District Cllr Montyn; one member of the public

83-08cl Apologies were received from Cllr Mrs Parks; Cllr Ms Leach

84-07cl. Declaration of Interests No declaration was made.

85-07cl. Approve and sign the Minutes of the Meeting held on 17th December 2007 and the special meeting held on 14th January 2008. It was proposed by Cllr Mrs Cobbold and seconded by Cllr Meynell RESOLVED that the minutes of the meeting held on 17th December 2007 be approved as a true record and signed by the Chairman. It was further proposed by Cllr Tilbury and seconded by Cllr Mrs Cobbold RESOLVED that the minutes of the special meeting held on 14th January 2008 be approved as a true record and signed by the Chairman.

86-07cl. a) Matters arising from the meeting dated 17th December 2007
i) Min 75-07cl ii) - Village sign - the Clerk is awaiting a decision from the Council as to which type of sign they are interested in - she will then contact the Highways department to see where it might be placed. After discussion it was decided to leave it until the next meeting.
ii) Min 75-07cl iii) - trees for shade - the tree wardens were not present.
iii) Min 75-07cl vi) draining of field. The Clerk read out the letter from the contractors who had visited the site (unfortunately at a dry time). After discussion it was decided the Clerk should write to the contractor saying that the Council may consider the work but will have to wait for a section 106 award. It was decided to possibly use any sec 106 money from Tate House for a design plan. County Cllr Daws-Chew said that the next meeting of County Local Committee South will be on 6th March and will include an input by Andy Gilham on environment. If councillors see a pothole they should contact the Drayton depot. Environment Agency is being re-structured.
iv) Min 76-07cl v) Metred electricity account - The Clerk has received a reply to her query. In order to pay only for the electricity used the Council would have to have meters installed at many lampposts which would undoubtedly cost far more than might be saved by staying as we are. After discussion it was decided the cost would outweigh any gain from paying for only the power used.
v) Min 75-07cl i) Dog bins - the clerk reported that she had passed on the information about dog bins to Mrs Baillieu, and given her contact details for the dog wardens if she has further concerns.
vi) Min 75-07cl iv) Flooding at Court Barn Lane. The Clerk had received a letter about this from another resident of the area. It was agreed that the Clerk should inform him that the responsibility for ditches is that of the owner of the land, the trees on the green will be dealt with and we have written to the owner of the hedge on the corner.

b) Matters arising from the meeting dated 14th January 2008 The Clerk reported that the response to the Longmeadow application had been sent off and received at CDC.
The Chairman has been contacted today by Robin Stirland who has been contacted by Bruce Miller who wished to talk to him about the ownership of the ditch on Longmeadow. Mr Stirland has stayed within the Council's response.

87-07cl. Clerk's Report including
a) WSCC reports, highways matters and correspondence
i) The Council has received an invitation to attend West Sussex Alcohol Reduction Strategy launch and stakeholder consultation event on 7th March 2008 at Billingshurst Village Hall from 9 am to 1pm, followed by lunch. This was noted.
ii) The Council has been invited to bid for up to half the cost of a new or replacement bus shelter. It was decided not to apply for a grant at this time. The Clerk was asked to write about the need to repair rather than replace bus shelters, particularly at a time when budgets are being slashed.
iii) The Council has been sent a copy of the Highways and Transport Proposed Schemes and Forward Programmes for 2008-9. Walwyn Close will have lighting column maintenance during the year, and in 2009-10 Birdham School will have safer routes to school work done. It was agreed to enquire further into what this will entail.
b) CDC reports including correspondence -
i) An amended set of the Minutes of the special joint meeting of the Area development Control Committee has been received. This was noted.
c) other related matters
i) There will be a course for councillors on 8-10 February at Dunford House. This was noted.
ii) West Itchenor is looking at Emergency Planning and would like to involve surrounding Councils - the Clerk has spoken to Cllr Mrs Parks who will be happy to attend a meeting with them at a time to be arranged. The Clerk will notify West Itchenor's clerk.
iii) Fields in Trust (formerly the National Playing Fields Association) has written to say that its subscription has risen to £35 from this year. The Chairman and Vice-Chairman had suggested that we withdraw from membership, but in view of the questions over the draining of the field and the hope of obtaining grants for this, the Clerk wished to confirm this before contacting them to inform them of the Council's decision. It was proposed by Cllr Tilbury and seconded by Cllr Meynell RESOLVED to remain in membership for the coming year.
iv) Impact has sent details of their AGM which has already happened, and a calendar for the Council. This was noted.
v) Local Works has written to say that the sustainable Communities Bill is now law and before October 2008 the government will be asking Councils how it can help them. Councils will also have to set up citizens' panels and try to reach agreement with them on suggestions the Council has made. It was expected that SALC would send further guidance to the Council. This was noted.
vi) The Department for Communities and Local Government has written about a consultation paper on orders and regulations relating to the Conduct of Local Authority Members in England. The clerk has read the document and feels that the proposed changes will not have any significant effect on the Council. If any councillor wishes to read it and send in comments they need to be received by 15th February. This was noted.
vii) Hampshire Association of Parish and Town Councils has circulated information about the insurance scheme offered by Norwich Union which is believed to save parishes money over that offered by Allianz Cornhill. When the next quotation from Allianz Cornhill comes through the Clerk will check to see if they can offer cheaper insurance for at least the same cover, if not better. This was noted.

88-07cl. Planning matters including CDC decisions
A paper detailing planning matters had been circulated to all councillors
Plans to be considered:

BI/07/05812/DOM - Mr and Mrs M Hayes, Havenhurst, Sidlesham Lane, Birdham PO20 7QW - Single storey rear extension - It was proposed by Cllr Churchill and seconded by Cllr Mrs Cobbold RESOLVED NO OBJECTION

BI/07/05941/TPA - Mr RA Gammie, Beechway, Martins Lane, Birdham PO20 7AH - 1 hornbeam reduction by 20% and crown reduce by up to 5.2 metres above ground level. It was proposed by Cllr Mrs Cobbold and seconded by Cllr Howat RESOLVED that as there was no recommendation from a qualified tree surgeon and no argument made on the grounds of the health of the tree they are not inclined to accept, unless the District Council's tree officer approves this application.

BI/07/06001/FUL - Premier Marinas Ltd - Retention of new temporary portacabins for a period of three years. The Council's task in assessing this has been made easier by the fact that this work has taken place! It was proposed by Cllr Tilbury and seconded by Cllr Churchill RESOLVED NO OBJECTION.

BI/08/00049/DOM - Broomers Farm, Lock Lane, Birdham - Two storey extension to the eastern side of existing house - It was proposed by Cllr Meynell and seconded by Cllr Churchill RESOLVED to point out to the District Council that there has been no further movement on enforcement matters which have been brought to their notice over the past six years. Other wise it is a sensitively thought-out proposal. We would wish to see a condition that there should be no deviation from the plans without further planning consent. NO OBJECTION.

CDC Decisions:

BI/07/05006/FUL - Birdham Business Park, Birdham Road, Birdham - Demolish existing bungalow and erect 3 no. B1 units on bungalow site and adjoining industrial land - PERMIT

BI/07/05056/DOM - 114A, Crooked Lane, Birdham PO20 7ET - Demolition of garage and erection of two storey extension - PERMIT

BI/07/05652/DOM - Locks End House, Lock Lane, Birdham PO20 7AP - Extension to dwelling - PERMIT

BI/07/05793/DOM - Straight House, Church Lane, Birdham PO20 7AP - Two storey side and rear extension and internal alterations to chalet bungalow - PERMIT

BI/07/03950/COU - Units 3 and 4, Premier Business Park - Change of use to part sale and display of water-related leisure products and part use as workshops for the servicing, fitting out and storage of marine related products - PERMIT

BI/07/05327/DOM - Havenhurst, Sidlesham Lane, PO20 7QW - Single storey garden shed and store - PERMIT
89-07cl. Correspondence

Correspondence includes:

WSCC Forward Plan of Key Decisions February - May 2008
Action in Rural Sussex newsletter January 2008
Partnership News January 2008
Clerks and Councils Direct January 2008
The Local Channel December 2007
Chichester Harbour Conservancy press releases and AONBs Calaendar
SALC Autumn Bulletin
NALC Local Council Review January 2008
The Phoenix Winter 2007

Members were asked if they would like the Clerk to forward to them all email correspondence as it comes in which means they will have less in the Correspondence file to read after each meeting. It was decided to approve this.

90-07cl. Reports:
i) Village Hall - the Chairman reported that the door in the hall wall will be opened up in due course.
ii) Play area and playing field. Cllr Churchill reported a problem with dog mess being put in the litter bin. She will contact the dog wardens about this. The clerk had contacted Justin Jones about the possibility of having the grass on the field picked up after each cut, and he had replied that they would have to hire specialist equipment, it would mean several trips to the tip, and the cost would be between £800 and £1000 a time. On that basis he would not be able to offer a service. After discussion it was agreed to stay as we are. The Chairman had asked Alan Drew about moving the willow to the church land.
iii) Village green and pond - it was reported that one tree on the green has been cut down.
iv) Neighbourhood watch - Wendy Pitty had not reported. PCSO Ann Bromley had said that neither of the PCSOs were available this evening, but they will be holding a Street meeting at Florence Close on Wednesday 23rd January at 11 am and any councillors who are free are welcome to attend.
v) Tree Wardens - no report

91-07cl. Finance
A financial situation report had been circulated to all councillors
Payments made since the last meeting to be ratified:

CDC, bin emptying, includes 53.96 VAT 362.32
Southern Electric, street lighting, includes 7.32 VAT 153.77
Clerk's salary, December 543.24

Receipts, current account - nil
Receipts, Village Hall account, interest 49.42
Receipts, deposit account - nil

Payments to be considered:

Mrs Geary, litter, January 65.00
Clerk's expenses, includes 12.63 VAT 109.36

Notes : The Clerk has today transferred £1000 from the deposit account to the current account to meet this month's bills. She will transfer £8591.04 from the Village Hall account at the beginning of February for the payment of the next part of the Hall loan, and has sent off the National Savings book for its interest to be entered for this year.

It was proposed by Cllr Tilbury and seconded by Cllr Mrs Cobbold RESOLVED to approve the Financial Report. It was further proposed by Cllr Churchill and seconded by Cllr Howat RESOLVED to appoint Mrs Ellie O'Flanagan as the Council's Internal Auditor.

Mrs Geary has agreed to continue with the litter picking for £65 a month in the next financial year, and Adrian Dover has quoted £25 per cut for the green, (£1.50 more than last year); £17.50 per hour for the pond (same as last year) and £18 per bus stop tidy (£0.50 more than last year) It was proposed by Cllr Mrs Cobbold and seconded by Cllr Howat RESOLVED to accept these quotes.

92-07cl. Reports of meetings attended by councillors
Cllr Meynell attended the Harbour Conservancy - mainly about East Head and the hinge. Also about the use of the roof space in the Education Centre at Dell Quay.

93-07cl. Co-option of a councillor - It was not possible to carry this out at this time.

94-07cl. Public session - nothing to report.

There being no further business, the meeting closed at 8.32pm