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Minutes May 2007

Minutes of the Meeting held on Tuesday 15th May 2007 at 7pm in Birdham Village Hall

Present: Cllr Tilbury; Cllr Mrs Cobbold; Cllr Mrs Parks; Cllr Meynell; Cllr Ms Leach (from item 7)

In attendance: County Cllr Daws-Chew; 3 members of the public; the Clerk

1-07cl. Election of Chairman It was proposed by Cllr Meynell and seconded by Cllr Mrs Parks RESOLVED that Cllr Tilbury be elected Chairman of the Council. Cllr Tilbury read and completed the Declaration of Office which was witnessed by the Clerk.

2-07cl. Election of Vice-Chairman It was proposed by Cllr Tilbury and seconded by Cllr Ms Huskisson RESOLVED that Cllr Mrs Parks be elected Vice-Chairman of the Council. Cllr Mrs Parks read and completed the Declaration of Office which was witnessed by the Clerk.

3-07cl. To appoint to outside bodies:
i) Play Park – Cllr Churchill
ii) Civil Protection Emergency Planning – Cllr Mrs Parks
iii) Village Hall Trustees – Cllr Tilbury; Cllr Ms Huskisson; Mrs Rees; Cllr Mrs Cobbold
iv) Manhood Mobility Volunteer Service – Cllr Ms Leach
v) Peninsula Community Forum – Cllr Ms Huskisson; Cllr Tilbury; the Clerk
vi) Governor at Birdham C of E School – Cllr Meynell
It was proposed by Cllr Tilbury and seconded by Cllr Mrs Parks RESOLVED to make the above appointments.

4-07cl. Apologies - none were received

5-07cl. Declaration of Interests and the New Code of Conduct The Clerk explained how this worked and offered to help any councillor who found the forms difficult to complete. It was proposed by Cllr Tilbury and seconded by Cllr Mrs Cobbold RESOLVED to adopt the new Code of Conduct.
Agreed to notify CDC that it has been adopted and to ask them to publicise it in their list.

6-07cl. Co-option of up to two new councillors – Cllr Tilbury welcomed the new councillors already on the Council. He introduced Sheila Leach who had expressed an interest in becoming co-opted onto the Council. After discussion with her it was proposed by Cllr Tilbury and seconded by Cllr Meynell RESOLVED to co-opt Ms Leach and she was invited to join the meeting.

7-07cl. Approve and sign the Minutes of the Meeting held on 16th April 2007
It was proposed by Cllr Mrs Parks and seconded by Cllr Tilbury RESOLVED to approve the Minutes of the Meeting held on 16th April 2007 and that they be signed by the Chairman.

8-07cl. Matters arising from the Minutes dated 16th April 2007
i) Min 129-06cl i) Village Action Plan – Cllr Tilbury asked for any volunteers to be involved in a working group to hold a meeting and set up a working party to develop an Action Plan. After discussion it was agreed to postpone further action until a further date and to request ideas from the public when the next newsletter is sent out.
ii) Min 129-06cl iv) and v) Vehicle Actuated sign and hedge cutting. The Clerk read out a letter she had received from Steve Johnson at Highways Department. After discussion it was decided to write to the land owner and explain that the hedge needs maintaining regularly.
iii) Min 130-06cl a) i) – Review of Speed Limit Criteria – Cllr Tilbury reported that the criteria are being revised. The paper is lengthy and complicated. It may be worth drawing up a map of current and possible future speed limits and discussing it at a future council meeting.
iv) Min 130-06cl vii) Information on New Councillors’ training – the Clerk told the new councillors of details of dates etc for training, and she would pass names of those interested to SALC.

9-07cl. Clerk’s Report including
a) WSCC reports, highways matters and correspondence
i) The County has sent copies of their booklet “For Better Tomorrows” – copies for councillors who had not yet seen them.
ii) There will be a Water Festival at Arundel on 1st July for those interested. This was noted.
iii) The County Council which currently looks after the street lights belonging to the parish has written to explain that they are intending to use a private finance initiative over the coming 25 years to replace the lighting stock most of which is over 15 years old. If the Council agrees to take part in this they will have to pay around £27 per light rather than the present £19 per light. However, if the Council decides not to take part, it is likely that any other provider of maintenance will charge significantly increased rates as they will see the age of the present lights is likely to mean increasing maintenance charges. The Council currently pays for 21 lights which works out at £399 per year. Under the proposed new charges the costs will rise to around £567 per year. However, this will not start until 2009, and the street lights in Birdham appear to be coming to the end of their useful life. At this stage, WSCC only wishes to know if the Council may be interested in taking part. Agreed to say that the Council is provisionally interested but would like further information about the possible contractor and contract before making a final decision
iv) WSCC has notified the Council of the latest Design and Sustainability Awards for 2007. This was noted.
v) A copy of the West Sussex High Quality Waste Facilities Supplementary Planning document has been received for any councillor who is interested to read. This was noted.
vi) The Chairman has received a letter about the County Local Committee (South) – there will be six meetings a year in future, rather than the present 4. Grants may be available for parishes and other bodies which may wish to apply for them. Some powers will devolve to local committees such as appointing of school governors and speed limits. Local committees will have a scrutiny role over WSCC matters in their area.
vii) County Cllr Daws-Chew asked about the sight-lines on the Apuldram bends. This was noted.
b) CDC reports including correspondence
i) The council has been sent information both as a poster and an email about small grants available for actions in response to climate change. The closing date is 5th June 2007. After discussion it was decided there was insufficient time to make a bid on this occasion.

c) other related matters
i) Espace has sent information about an exhibition to be held on “Dynamic Coastlines of the Manhood Peninsula” to be held in Selsey, East Wittering and Chichester. This was noted, and would be placed on the notice board.
ii) Rospa has written to ask if the Council wishes them to inspect the play area and the pond again this year. The Clerk has asked them to do so and also asked them to put the Council on their permanent list so they do not need to contact us each year. This was noted.
iii) CPRE has sent information about a proposed wind turbine to be built at Glyndebourne, which it is opposing. As they may be asking for the Council to support them, it has been placed in the correspondence file for councillors to read so they are aware of the issues if a call is made for support.
iv) Manhood Mobility has written to tell the Council that Tom Jones has stood down as Secretary but will continue as Chairman of the organisation. Stuart Dobbin will take over as Secretary.
v) The Clerk is proposing the following dates for meetings for the rest of 2007: June 18th; July 16th; September 17th; October 15th; November 19th; December 17th. These are all the third Monday in the month and do not fall in school holidays.
vi) The Environment Agency has written to thank the Council for their letter about the consultation on Pagham to East Head Coastal Strategy. They wish to know how the Council might wish to continue to be involved. After discussion it was agreed to ask them to email us with any future information.

10-07cl. Planning matters including CDC decisions
A paper detailing planning matters had been circulated to all councillors
Planning Matters for the meeting of 15th May 2007

Plans considered since the last meeting to be ratified:

Chichester Marina

This application has been sent to Birdham Parish Council. The dividing line between Birdham and Apuldram runs through the centre of the Marina (see site plan) and technically this application is not in Birdham. It seems time to sort out this historical anomaly. Also the site history we have been sent is for Chichester Yacht Club, not Premier Marinas at Chichester Marina.
The application appears to be to build a stronger structure on which a crane can take boats out of the water at the Marina and return them to the water after maintenance. We have no indication of the size of the crane which will run on this structure but that is presumably not covered by this application – or any application. We can find no material grounds on which to object to the plans as presented.

We believe that this application is the same as the one which was discussed at the Development Control Committee (South) on the 25th April, when it was approved. The Council therefore raises NO OBJECTION to this application.

It was proposed by Cllr Mrs Parks and seconded by Cllr Meynell RESOLVED to ratify the decisions taken since the last meeting.

Plans to be considered at the Meeting:

BI/07/01556/FUL – Mr Lance Patterson. Clonmel, Crooked Lane, Birdham PO20 7ET – Two storey side extension to form 1 bedroom end of terrace property. It was proposed by Cllr Meynell and seconded by Cllr Tilbury RESOLVED NO OBJECTION.

CDC Decisions

BI/06/04671/FUL – Mr WR Back, Wophams Lane Nursery, Wophams Lane, Birdham PO20 7BS – Permanent stationing of mobile homes for purpose of human habitation for seasonal workers during January – June and August – November – PERMIT

BI/07/01012/DOM – Dr J and Mrs D Fenney, Greyroof, Alandale Road, Birdham PO20 7QN – Demolish sun room on front elevation and erect a conservatory – PERMIT

BI/07/00983/DOM and BI/07/01060/LBC – Hill Land Farm House, Batchmere road, Birdham PO20 7LJ – single storey extension in connection with provision of annexe and reproofing of existing conservatory – REFUSE

BI/06/01407/PLD – Birdham Fruit Farm, Martins Lane, Birdham PO20 7AU – Temporary use (28 days maximum in one calendar year) of agricultural access from Lock Lane for plant, machinery etc in connection with construction permitted under BI/04/00049/FUL and BI/05/04879/FUL – PERMIT

BI/07/00859/COU – Mr D Pick, Holt Place Farm, Shipton Green Lane, Itchenor, PO20 7BZ – Retention of existing storage use for a general all year round B8 use – PERMIT

BI/07/01128/TPA – Longmeadow, Main Road, Birdham PO20 7HS – Repollard (down to previous old wound points) 2 no. Black Poplar trees (T16 and T17) subject to TPO/27/BI – PERMIT

BI/07/01023/FUL – Birdham Fruit Farm and Martins Lea, Martins Lane, Birdham PO20 7AU – creation of access and closure of existing access – DECLINE TO DETERMINE

BI/07/01208/FUL – E Allman and Co Ltd- Allman House, Birdham Road, Birdham PO20 7BT – New light industrial units (amendment to scheme BI/03/02114/FUL) – PERMIT

BI/07/01710/DOM – Mr and Mrs Bruce Kings, Plovers Cottage, Batchmere Road, Birdham PO20 7LJ – Single storey garden room at rear of dwelling and closed lobby under existing slate roof canopy - PERMIT

CPRE are running a skills seminar on “The Planning System, How it works” on Tuesday October 2nd at Pulborough Village Hall from 10 to 4, at a cost of £25 for the first member as the Council belongs to CPRE, and £40 for any subsequent members. Cllr Mrs Cobbold would try to attend for the Council.

11. Correspondence
Correspondence to be circulated includes:

West Sussex Sustainability Forum – update
Action in Rural Sussex – Village Hall and other information
Chichester Harbour Conservancy – press release
The Local Column – April 2007
National Playingfields Association – AGM
WSCC – Forward plan of Key Decisions – May –August 2007
Clerks and Councils Direct May 2007
Arun and Chichester Voice April 2007
Local Council Review May 2007
Play today April 2007

12-07cl. Reports:
i) Village Hall – Cllr Tilbury had nothing to report.
ii) Play area and playing field – Cllr Parks reported that the grass cutting has not been well done – Clerk to take it up with Justin Jones. Cllr Tilbury is negotiating for a kicking wall.
iii) Village green and pond – Sarah Jones has been in touch with Cllr Ms Huskisson and wants to do the Water vole survey on Birdham Pool.
iv) Neighbourhood Watch – Wendy Pitty has told the Clerk that property was stolen from a house in Crooked Lane and damage caused. This was not reported to Neighbourhood Watch. However, the perpetrators of the break were known to the householder and the incident was quickly sorted out. A resident of Bell Lane had wheels and tyres worth £100 stolen from his drive. No one has been caught so far. This was noted.
v) Tree Wardens – the Clerk reported that she had made contact with a tree surgeon who would be surveying the Council’s trees on Monday next at 6pm. She hopes there will be a report for the next Council meeting. Chichester Harbour Conservancy may be able to help with trees for the parish.

13-07cl. Finance including donations to be made under Section 137
A Financial Situation Report had been circulated to all councillors.

Payments made since the last meeting to be ratified:

Clerk’s salary (April) 530.33

Receipts, current account (precept) 18423.00
(Apuldram, copies and phone) 23.07
Receipts, deposit account - nil
Receipts, Village Hall account – nil

Payments to be considered:

Mrs Geary – litter, May 65.00
Principal 1 Ltd – photocopier service contract, includes 9.21 VAT 61.86
Grant Associates – quantity surveying services includes 43.75 VAT 293.75
Mrs S Heasman – clerk’s expenses includes 6.59 VAT 48.93
Birdham Village Hall – return of monies kept for them, as agreed at
April meeting 4000.00

As soon as today’s accounts have been paid the Clerk will be transferring £8591.04 to the Village Hall account for the August payment on the PWLB loan, and around £3000 to the deposit account. She has also reclaimed the remaining VAT for the last financial year (£955.86).
The Clerk also circulated a list of donations made the previous year under Sec 137.
It was proposed by Cllr Ms Huskisson and seconded by Cllr Ms Leach RESOLVED to make the following payments for this year only at this level:

The Samaritans £100 4Sight £100
Victim Support £100 Chichester Ship Canal Trust £100
Manhood Mobility £300 Citizens Advice Bureau £150

14-07cl. Reports of Meetings attended by councillors
Cllr Tilbury had attended the 185th Birthday of the Canal and had had drinks given by the Harbour Conservancy.

15-07cl. Public session
A question was asked about the insurance of the streetlights - the Clerk replied that they were inspected regularly by WSCC as part of the maintenance contract.

There being no further business, the meeting closed at 9.24pm