EAST HOATHLY with HALLAND PARISH COUNCIL
Meeting of the Full Council on 24th April, 2023 at 7.00pm.
MEETING MINUTES
In attendance: Cllrs. Bradley, Cole, Freezer, Magness, Pope (chairman) and Vaughan.
Also participating: County Councillor Nick Bennett, District Councillor Geoffrey Draper, Malcolm Ramsden (clerk), Verne Heath (rfo) (via Zoom), two members of the public and two Police Community Support Officers.
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).
PCSO’s Barraclough and Choppin introduced themselves and explained that their area covered Hastings/Polegate/Crowborough/Frant and that they were kept busy mainly with speeding and parking issues and asked that they be told of anything that they should be made aware of.
A representative of the Carnival Society outlined plans for a Coronation event and asked for financial support by way of the Council’s grant scheme. (See agenda item No.5.3).
- REPORTS FROM COUNTY AND DISTRICT COUNCILLORS
County Cllr. Bennett explained that the next progress report would be issued following the May elections. Cllr. Freezer asked that signage be erected restricting access to South Street by construction traffic.
District Cllr. Draper reported that work on the Local Plan had been suspended pending the publication of central government’s National Planning Policy Framework document and confirmed that free parking would continue, where already in place, for the time being.
Discussion centred around the Redrow liaison group progress and issues caused by South East Water’s update consultation response relating to the Paddock Green development.
Members learnt that District inspectors were aware of developments at Decoy Pond and that Tree Protection Order records were being checked.
- 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 Carnival Society grant request, as did Cllr. Freezer.
- APOLOGIES – to receive apologies for absence
None.
- FINANCE/ADMINISTRATION
5.3 To consider grant requests received (promoted in agenda order)
7.30pm Chairman suspended Standing Orders in order to seek clarification from the Carnival Society representative.
Members learnt from the Carnival Society representative that costs had been updated since the date of the original grant request and that all requested insurance covers would be in place for the event.
7.35pm Chairman re-instated Standing Orders
Cllr. Bradley confirmed that appropriate insurance would be in place for the bouncy council. Members learnt from the chairman that last year’s budget had not been fully spent and that a monarch’s coronation would not be a common event.
Following a proposal by Cllr. Pope and seconding by Cllr. Vaughan
0559 RESOLVED to approve that no hire fee be charged for the use of the pavilion and that a grant of £685 be awarded in respect of costs for band hire,(£550), complimentary refreshment (£35) and an element (£100) towards the cost of incidentals.
5.1 To approve/note payments payable/paid March, 2023
Chairman highlighted payments for the fingerpost maintenance and floodlight meter switching from the previously circulate payment list.
Following a proposal by Cllr. Pope and seconding by Cllr. Cole
0560 RESOLVED to approve/note payments payable/paid March, 2023 totalling £8,497.64 (See appendix A).
5.2 To note income/expenditure-vs-budget and approve, if necessary, overspends/under-receipts not previously approved
Noted.
5.3 To consider grant requests received (see above)
5.4 Additional bank accounts
Members agreed that two additional bank accounts would be needed to retain protection under fscs limits. Internal auditor advice to be sought.
5.5 Audit papers
Carried forward.
5.6 Bank account reconciliation
Chairman confirmed and signed bank statements and corresponding cashbook records as at 31st March, 2023.
Current account – £10,436.77
Instant Access account – £72,538.40
s.106 account – £8,305.49
95 day account – £80,000.00
5.7 Publication of financial information
Members learnt that Cllr. Freezer and the RFO have been working on the layout of a financial summary sheet for publication on the website.
Following a proposal by Cllr. Freezer and seconding by Cllr. Pope
0561 RESOLVED to approve publication of financial details on the website.
- MINUTES
6.1 To resolve that the minutes of the Council Meeting held on Monday 27th March, 2023 be taken as read, confirmed as a correct record and signed by the Chairman
Members noted Cllr. Cole’s comment that the clerk didn’t always notice which member had been first to second some of the proposals.
Following a proposal by Cllr. Pope and seconding by Cllr. Cole
0562 RESOLVED to approve that the minutes of the Council Meeting held on Monday 27th March, 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
Members noted that the item relating to the War Memorial Sports Field group would be carried forward to a future meeting.
- PLANNING
7.1 Neighbourhood Plan
7.1.1 Update
Members learnt that meetings had been held to consider the Reg.14 responses from the District Council and that a meeting would be arranged to discuss the outcomes with District.
7.1.2 Version 18 adoption
Carried forward.
7.2 To note District Council and Planning Inspector decisions to date
None.
- WAR MEMORIAL SPORTS GROUND TRUST (COUNCIL AS TRUSTEE)
8.1 Pavilion
8.1.1 Caretaker/bookings administrator vacancy
Clerk reported that there had been no responses to the advertisements. Cllr. Freezer advised members that an outside agency could be contracted for £50 with a further charge dependent upon how many respondents were selected for interview.
Following a proposal by Cllr. Pope and seconding by Cllr. Cole
0563 RESOLVED to increase the remuneration level to be in the region of £15 per hour and that Indeed be enlisted to widen the search.
8.1.2 Entrance lobby partition
Awaiting a date when the partition can be fitted.
8.1.3 Booking arrangements/fees for 2023/4
Clerk reported that there had been no response from the Carnival Society. Agreement reached to arrange for a meeting to discuss further amendments to hire conditions and booking arrangements.
8.2 Sports ground
8.2.1 Sports ground access
Members learnt that the clerk was trying to arrange a three way meeting between Southern Water, Redrow and Council to resolve the access situation at Susans Close. As a temporary solution flip down posts might provide a way forward.
Following a proposal by Cllr. Pope and seconding by Cllr. Cole
0564 RESOLVED to approve costs of up to £500 to provide the solution.
8.2.2 Tennis clubhouse
Carried forward.
8.2.3 Communication board
Members agreed to the installation of a communication board at the play area at last month’s meeting. ROSPA advice not yet received. Clerk to order board and chase ROSPA.
8.3 General
8.3.1 Funding
Carried forward until Neighbourhood Plan at inspection stage.
- PROPOSALS/REPORTS FOR APPROVAL, DISCUSSION OR NOTING
9.1 Correspondence
Noted. (See appendix B).
9.2 Community Gardens request
In response to members discussing the differences between the plots being used by residents and being used by a company, clerk is to seek further details from the Community Gardens including sight of their constitution, safeguarding policies, community involvement statement and asset lock before proceeding with ‘licence’ amendments. In the meantime members agreed that no structures be permitted but that the request concerning the wild flower area and bench be approved.
9.3 Garden Plots request
Request on hold seeking clarification from District Council regarding structures. Clerk to enquire regarding conversion to allotment status.
9.4 Replacement of South Street/High Street bench
Following a proposal by Cllr. Pope and seconding by Cllr. Cole
0565 RESOLVED to approve costs of £1,262 for the bench purchase and up to £100 for fixing.
9.5 Church Marks Lane pavement
Carried forward.
9.6 ‘Missing’ fingerposts
Agreement reached to explore what might be possible regarding the replacement of two ‘missing’ fingerposts.
9.7 CIL consultation
Members agreed to leave individual consultation responses to individuals if appropriate.
9.8 Emergency Plan
Still on hold.
9.9 Annual Parish Meeting (Village meeting)
Members reviewed the previously circulated agenda.
9.10 Clerk’s progress report
Noted.
- DATE OF NEXT MEETING
To note that the next meeting of the Full Council will be the Annual General Meeting and be held on Monday 15th May, 2023 at 6.30 pm at the Village Hall, East Hoathly
Noted.
Meeting closed at 9:25pm
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 | |
| Aspray claims at home | 250.00 | Insurance excess amount | |
| Chris Bartholomew | 356.40 | Trace system | |
| East Sussex County Council | 240.00 | Street light maintenance | |
| Jakk Country Furniture | 1,967.52 | Fingerpost refurbishment | |
| HMRC | 491.61 | Tax and NI | |
| Chris Bartholomew | 797.45 | Meter switch, lights | |
| Verne Heath | 298.33 | Salary/expenses | |
| Malcolm Ramsden | 1,119.55 | Salary/expenses | |
| Castle Water | 53.85 | Allotment water supply | |
| Keith Stillwell plumbing | 475.00 | Inspection/repairs/leak | |
| Chris Knott insurance | 252.13 | Allotment insurance | |
| Anthony Read | 165.00 | Weekly maintenance chk | |
| Ashdown Solutions Ltd | 68.30 | March cloud storage/365 | |
| Netwise UK | 528.00 | Website and support | |
| Chris Bartholomew | 82.03 | Replaced pullswitch | |
| Wealden District Council | 858.00 | 11 bins 1/4ly payment | |
| Tony Pope | 60.90 | postage/ink/frame | |
| ESALC Limited | 433.57 | Member subs | |
| £8,497.64 |