EAST HOATHLY with HALLAND PARISH COUNCIL
Meeting of the Full Council on 27th February, 2023 at 7.00pm.
MEETING MINUTES
In attendance: Cllrs. Bradley, Cole, Freezer, Magness, Pope (chairman) and Vaughan.
Also participating: District Councillor Geoffrey Draper, Malcolm Ramsden (clerk), Verne Heath (rfo) (via Zoom) and six members of the public.
AGENDA
- PUBLIC PARTICIPATION
Members of the public are welcome and encouraged to attend. The first fifteen minutes of the meeting will be available for the public to express a view or ask a question on relevant matters on the agenda. The public and members of the press are also welcome to stay and observe the rest of the meeting (subject to any items considered as confidential within the terms of the Public Bodies (Admission to meetings) Act 1960).
Items raised by residents:-
- An appearance in Moat Wood of a campervan one weekend caused concern. Clerk to alert relevant bodies.
- A meeting of the Garden Plots sub-committee had been held. Minutes to feature in the agenda of the next meeting of Full Council.
- Possibility of Electric Vehicle charging points being installed in public car parks. See also agenda item No. 9.4
- In response to ‘Hesmonds’ planning conditions Nos. 18, 19 and 20, Dist. Council advised how difficult it had been for the District Council to understand Southern Water’s change of Consultee Response in respect of foul water drainage and learnt that until the matter is resolved only ‘facilitating work’ can be undertaken at the site. Clerk to express concerns to District Planning Department.
- REPORTS FROM COUNTY AND DISTRICT COUNCILLORS
Dist. Cllr. Draper reported that purdah was approaching and that there were no major planning applications in the pipeline and that the parish had ‘taken their hit’ in respect of housing developments. Cllr. Freezer questioned how a potential development at Broomy Lodge which was thought to be progressing would impact the position.
- DECLARATIONS OF INTEREST
Members are invited to make any declaration of personal or prejudicial interests that they may have in relation to items on the agenda and are reminded to make any declarations at any stage during the meeting if it then becomes apparent that this may be required when a particular item or issue is to be considered
Cllr. Pope declared his continuing interest in matters relating to his association with Church Marks Green Management Co. Ltd. Cllr. Bradley declared her interest in matters relating to the Garden Plots and Cllr. Vaughan declared his interest in respect of payments to be approved.
- APOLOGIES – to receive apologies for absence
Apologies received and reasons accepted from County Cllr. Bennett and Cllr. Partridge.
Chairman agreed to take item 9.4 out of agenda order.
9.4 Electronic Vehicle (EV) charging points
Cllr. Pope reminded members that District had exhausted the total of £157,000 that had been earmarked for EV charging point installations. Dist. Cllr. Draper added that the funds had been prioritized to District owned car parks with capacity for more than 25 vehicles and that the Church Marks Lane car park did not qualify on that basis but that consideration could be given to supporting requests where the provision of personal charging points would be difficult. Members learnt that Connected Kerbs were the District preferred contractors and that grant funding through them might be possible.
Cllr. Magness queried the lack of progress at Grid Serve and sought reassurance that resultant demand on grid calculations had been completed. Cllr. Vaughan’s question regarding the potential split of any available grant funding gave rise to a response that any split would be down to individual circumstances.
Following a proposal by Cllr. Freezer and seconding by Cllr. Bradley
0541 RESOLVED to advise Wealden District Council of the demand in the parish for the provision of Electronic Vehicle charging points and our wish to explore what might be possible.
- FINANCE/ADMINISTRATION
5.1 To approve/note payments payable/paid January, 2023
Chairman highlighted the larger payments and one receipt from the previously circulated list.
Following a proposal by Cllr. Pope and seconding by Cllr. Magness
0542 RESOLVED to approve/note payments payable/paid January, 2023 totalling £7,308.85 (See appendix A).
5.2 To note income/expenditure-vs-budget and approve, if necessary, overspends/under-receipts not previously approved
Noted.
5.3 Salary scale review
Carried forward.
5.4 Review of CIL planned expenditure
Carried forward to May agenda for next Council with change to presentation of s106 reporting approved.
- MINUTES
6.1 To resolve that the minutes of the Council Meeting held on Monday 30th January, 2023 be taken as read, confirmed as a correct record and signed by the Chairman
Following a proposal by Cllr. Pope and seconding by Cllr. Cole
0543 RESOLVED to approve that the minutes of the Council Meeting held on Monday 30th January, 2023 be taken as read, confirmed as a correct record, and be signed by the Chairman.
6.1.1 Matters arising from minutes not otherwise covered by agenda items
For the avoidance of doubt members agreed to continue funding pavilion maintenance items from the previously approved budget allocation.
- PLANNING
7.1 Neighbourhood Plan
7.1.1 Update
Members learnt that two consultee ‘open house’ events had been held with 21 people attending the Halland event. Both events were well received with a number of detailed and interesting questions being raised. Cllr. Vaughan agreed to receive the written responses from the collection points around the parish for scanning. Cllr. Freezer agreed to remind readers of the need to respond and feature the consultation meeting due on Wednesday on the facebook page.
7.2 To note District Council and Planning Inspector decisions to date
Noted.
7.3 ESALC request re planning and overdevelopment
Cllr. Magness referred members to previously circulated notes from Chiddingly Parish Council and Isfield Parish Council. Cllr. Freezer believes that Chiddingly are currently in the process of drafting a response to the NPPF consultation. Noted.
- WAR MEMORIAL SPORTS GROUND TRUST (COUNCIL AS TRUSTEE)
8.1 To discuss progress regarding drainage/landscaping, including enhancements to playing field equipment, and installations
8.1.1 Landscaping/Drainage
8.1.1.1 Project update
No progress.
8.1.1.2 Grant funding
No progress.
8.1.2 Pavilion
8.1.2.1 Booking arrangements/fees for 2023
Chairman and Clerk have met with the Tennis Club and Cricket Club and finalizing a meeting with the Carnival Society.
8.1.2.2 Toilet access
A problem with the understanding of the specification has occurred regarding inwards/outwards opening of the recently fitted door in the entrance lobby. Chairman and Clerk to meet with contractor to discuss solution.
8.1.2.3 Renewal of electricity contract
Members learnt from the RFO of an offer to enter into a fixed contract for the supply of electricity. Agreement reached to take no action for the time being as prices appeared to be reducing.
8.1.2.4 Caretaker/bookings administrator vacancy
Members discussed a previously circulated draft advertisement and suggested minor changes. Cllr. Magness considered the wording a little vague and offered to submit a re-draft to members.
Following a proposal by Cllr. Pope and seconding by Cllr. Freezer
0544 RESOLVED to approve that an advertisement be placed on the website and that Cllrs. Pope, Vaughan and Freezer be delegated to take the appointment process forward.
8.1.3 Playing field
8.1.3.1 Tennis club clubhouse
Carried forward awaiting a more detailed proposal.
- WRITTEN REPORTS FOR APPROVAL, DISCUSSION OR NOTING
9.1 Correspondence
Noted. (Appendix B).
9.2 Community Gardens greenhouse
Members discussed the request previously submitted now that the shed had been removed and agreed to the erection of a greenhouse subject to being sited in the position indicated on the previously circulated map, footprint no larger than 6ft by 8ft, no concrete base, polycarbonate glazing and a deposit of £100 to be used towards cost of dismantling and removal if Council are faced with eventual removal or transgression of conditions.
9.3 Replacement of ‘Clarke’ bench
Carried forward.
9.4 Electronic Vehicle charging points
See above.
9.5 King Charles lll’s coronation celebrations
Members noted the arrangements being made by the Carnical Society to celebrate King Charles’ coronation and offer encouragement and support by way of a grant. Cllr. Vaughan offered to explore the possibility of establishing a coronation flagpole in the parish.
9.6 Hadlow Down PC request re. ESCC Highways
Members discussed at length the request from Hadlow Down PC seeking what levels of support there might be for ‘collective action’ regarding misconduct in public office against County Highways. Agreement reached that it wasn’t considered best practice for contractor employees to ‘mark their own homework’ and that Clerk would circulate a letter for approval requesting evidence corroborating the allegations.
9.7 Rural verges as wildlife corridor trial invitation
Following a proposal by Cllr. Pope and seconding by Cllr. Freezer
0545 RESOLVED to approve that Council participate in the County wildlife corridor trial.
9.8 Emergency Plan
Carried forward.
9.9 Clerk’s progress report
Noted.
- DATE OF NEXT MEETING
To note that the next meeting of the Full Council will be held on Monday 27th March, 2023 at 7.00 pm at the Village Hall, East Hoathly
Noted.
Meeting closed at 9.00pm
IF YOU WOULD LIKE TO RECEIVE E-MAILED COPIES OF THIS AND FUTURE AGENDAS PLEASE CONTACT THE CLERK (07948 496760) and/or
easthoathlywithhallandpc@gmail.com
Appendix A
Payee Name | Amount | Transaction Detail | |||||
CPRE | £50.00 | Annual membership CPRE | |||||
HMRC | £758.78 | Tax and NI | |||||
Castle Water | £53.85 | Garden plot water dd | |||||
Peter Crawford | £390.00 | 2022 Plot mowing | |||||
Anthony Read | £290.00 | Grounds maintenance | |||||
Ashdown Solutions Ltd | £1,445.00 | 2 x laptops and set up | |||||
GeoXphere Ltd | £120.00 | GeoXphere subscription | |||||
Chris Bartholomew | £273.60 | Christmas light removal | |||||
Surrey Hills Solicitors | £396.00 | Tennis clubhouse advice | |||||
Natl Allotment Society | £66.00 | Natl Allotment soc | |||||
Mailing Expert Ltd | £752.40 | Newsletter printing re NP | |||||
Rialtas Business Sols | £30.00 | Software to new laptop | |||||
Malcolm Ramsden | £2,368.11 | Salary and expenses | |||||
Verne Heath | £315.11 | Salary | |||||
Total | £7,308.85 | ||||||