ARLINGTON PARISH COUNCIL

A QUALITY COUNCIL

(QC - 12-06-00359)

www.arlington-parish-council.org.uk

Minutes of a meeting of Arlington Parish Council held in Arlington Village Hall at 7.30 pm on Thursday 18^th March 2010 (Paragraphs 10.30 – 10.45)

PRESENT: Councillors Mike Garner (in the Chair), John Ballard, Ed Dickie, Doreen Goodchild and Carolyn McCutchan.

In attendance: Katrina Larkin (Clerk); District Councillor David White, and five members of the public (items 10.30-10.37).

10.30 APOLOGIES FOR ABSENCE were received from Cllr Ertl and Cllr Proctor. The council resolved to accept the reasons given. Apologies were also received from County Cllr N Bennett and District Cllr J Blake.

10.31 DECLARATION OF INTEREST. Cllr Dickie declared a prejudicial interest in the planning applications relating to Providence Cottage and the Wise Coach Depot.

10.32 MINUTES OF THE PREVIOUS MEETING. The Minutes of the meeting held on 18^th February were confirmed as a correct record and signed by the Chairman.

10.33 MATTERS ARISING. The following matter was reported and noted:

Item 10.18 Weald Way, Arlington F2 – stile on the golf course. The stile scheduled for replacement had now been replaced with a much more satisfactory gate, thanks to the goodwill of St Bede’s School. However, a second stile at the far end of the course had now also become unsafe. Cllr Dickie would report the matter to St Bede’s.

10.34 REPORT FROM DISTRICT COUNCILLOR. District Cllr White reported that the planning application WD/2009/2570/F for stationing of a temporary mobile home at Brenchley had been refused at WDC under delegated powers. The Village Shop at Upper Dicker, being the only remaining store in the parish, should be entitled to 50% relief on its business rate, and might be able to claim up to 80% relief on a discretionary basis. Cllr Dickie agreed to speak to the shop owner and put her in touch with the Rating Officer at Wealden District Council for further information.

10.35 PUBLIC PARTICIPATION. Mr Parsons reported on behalf of the Dicker Residents’ Association regarding recent planning matters, and the possible replacement of the village sign. The DRA would support the replacement of the painted sign with a new cast iron sign using the same granite base and plaque, and would hope that the theme of the ploughman (originally agreed at a village open day, where it received overwhelming support) could be retained. The DRA would also wish to preserve the existing sign, which had been specially commissioned, and to keep it on display inside the Dicker Hall. Cllr Dickie confirmed that David Graham, who had painted the sign, was prepared to restore it and have it placed in the hall.

Mr Parsons also requested that the council should endorse the list of Planning Conditions proposed by the DRA to be embodied within a s.106 Agreement between WDC and St Bede’s School, covering any change of use of the School’s land holdings to the north and east of Michelham Priory Road, not covered by any existing Agreement. Dr Maloney, however, stated that the list of conditions had not yet been shown to the School, which should have been consulted first in reciprocation of the School’s readiness to consult the community. There was general agreement that this should have happened, and apologies were made to Dr Maloney. Dr Maloney indicated that on preliminary inspection the great majority of points on the list could well be acceptable to the School, but that it would be premature to make a decision.

Cllr Ballard moved that the agenda item relating to the Planning Conditions should not be discussed. The council resolved not to discuss this item.

Cllr Goodchild asked to clarify the relationship between the DRA list of Planning Conditions, and the list previously drawn up by a resident (Minutes of the February meeting, 2010, item 10.23(a)). The Clerk confirmed that they were almost identical. However, the original list would also be circulated to councillors.

10.36 PLANNING

(a) New applications

WD/2010/0225/FR and WD/2010/0226/LBR: Providence Cottage, Coldharbour Road, Upper Dicker, nr. Hailsham BN27 3QE. Part retrospective application for the demolition of brick boundary wall and its replacement with a similar boundary wall. Amended plans show buttressing to new wall to match that on the original, now demolished wall. Drawing No. SK1 rev A date Stamped 2 March 2010. The council noted in passing that a proposal to realign a footpath shown on the site plan (but not related to the planning application) would require the approval of East Sussex County Council. The council RESOLVED not to object to the planning applications.

WD/2010/0474/FE. St Bede’s School, the Wise Coach Depot, The Dicker, nr. Hailsham BN27 3QH. Renewal of planning permission WD/2008/2137/FR for the use of the former Wise Coach Depot for car parking, maintenance and associated security lighting. The council noted that the current permission required the security lights on the site to be turned off at a certain time. This condition should remain in place if the permission were extended. The council RESOLVED not to object to the extension of the permission.

WD/2010/0393/FE. Nos 1 and 2 Hydegate Cottages, Arlington Road, Hailsham. Renewal of planning consent reference WD/2006/2785 for the replacement of 2 no. semi-detached cottages with 1 no. detached dwelling house with garage, new vehicular access and drainage system. The council RESOLVED not to object to this application.

(b) Planning permission granted by WDC:

WD/2009/2032/LB. Endlewick House, Wilbees Road, Arlington BN26 6RU. To install secondary glazing to the rooms upstairts with a hardwood frame, aluminium profile and mullions to suit existing windows so that no additional profice can be seen when viewed from the outside. APC took note.

10.37 STANDING ORDERS AND FINANCIAL REGULATIONS.

(a) New Standing Orders.

The motion ‘That the council should adopt new Standing Orders based on the National Association of Local Councils’ Model Standing Orders for Local Councils, 2010’ had been moved at the February meeting (item 10.22). In further discussion, the following decisions were taken to customise the model for use by Arlington Parish Council:

• Public participation – members of the public are permitted to make representations, answer questions and give evidence in respect of any item of business included in the agenda. The period of time which is at the Chairman’s discretion shall not normally exceed 20 minutes (1(e)).Each member of the public is entitled to speak once only in respect of business itemised on the agenda and shall not speak for more than two minutes (1(f)). [See also SO 5(a)(xix) which provides that a motion may be moved to extend the time limit for speeches]. A person shall raise his hand when requesting to speak and stand when speaking (except when a person has a disability or is likely to suffer discomfort). The Chairman may at any time permit an individual to be seated when speaking (1(j)).
• Meetings shall not exceed a period of three hours (1(z))
• The council’s Proper Officer shall sign and serve on councillors by delivery or post at their residences a summons confirming the time, date, venue and the agenda of a meeting of the Council and a meeting of a committee and sub-committee at least three clear days before the meeting (3(b)).
• The Proper Officer shall include in the agenda all motions in the order received unless a councillor has given written notice at least 10 days before the meeting confirming his withdrawal of it (3(b)(iii))
• The Proper Officer shall refer a planning application received by the Council to the planning member for Arlington or the planning member for Upper Dicker, as appropriate, within two working days of receipt to facilitate an extraordinary meeting if the nature of the planning application requires consideration before the next ordinary meeting of the Council (3(b)(xvi))
• No motion may be moved at a meeting unless it is included in the agenda and the mover has given written notice of its wording to the Council’s Proper Officer at least 10 days before the next meeting (4(a)).
• If the Proper Officer considers the wording of a motion is not clear in meaning, the motion shall be rejected until the mover of the motion resubmits it in writing to the Proper Officer in clear and certain language at least 10 days before the meeting (4(c)).
• Draft SO 5(a)(xvii) provides that a motion to authorise the payment of monies up to £200 may be moved without written notice. However, APC resolved not to adopt this sub-paragraph.
• The mover of a motion or the mover of an amendment shall have a right of reply, not exceeding two minutes (6(m)).
• All councillors shall undertake training in the code of conduct, within six months of the delivery of their declaration of acceptance of office where that is practicable (7(b)).
• A councillor may seek an answer to a question concerning any business of the Council provided 10 days notice of the question has been given to the Proper Officer (8(a)).
• A resolution of the Council shall not be reversed within six months except either by a special motion, the written notice whereof bears the names of at least two councillors of the Council, or by a motion moved in pursuance of the report or recommendation of a committee (11(a)).
• The Council may appoint a substitute councillors to a committee if ordinary councillors of the committee have confirmed to the Proper Officer 7 days before the meeting that they are unable to attend (15(a)(iv)).
• If the Chairman of a committee does not or refuses to call an extraordinary meeting within 7 days of having been requested to do so by 2 councillors, those 2 councillors may convene an extraordinary meeting. The statutory public notice giving the time, venue and agenda for such a meeting must be signed by 2 councillors (17(d)).

Subject to the above modifications, the council RESOLVED to adopt the new Standing Orders based on the NALC Model Standing Orders for Local Councils 2010. The Clerk would prepare and circulate copies to all councillors.

(b) New Financial Regulations

The motion ‘That the council should adopt new Financial Regulations based on the NALC Model 2 (England)’ had been moved at the February meeting (item 10.22). The Council RESOLVED to adopt these Regulations without amendment.

(c) Grant Awarding Policy

The Council RESOLVED to adopt the draft Grant Awarding Policy previously circulated, without amendment.

10.38 FINANCE

The council RESOLVED that the bank reconciliation for the period ending 28 February 2010, which had been circulated with appropriate extracts from the Cash Book, should be approved and signed by the Chairman. It was further RESOLVED that the following accounts should be approved for payment:

15.03.10	S/O	Mrs K Larkin	February salary	£247.8
18.03.10	101193	Arlington Village Hall	Hall hire	£22.00
18.03.10	101194	Mrs K Larkin	March expenses	£.68.92

10.39LARAC BUSINESS

Upper Dicker Play Project: Cllr Dickie introduced three possible designs for the new play area, with accompanying quotes (Playdale, Timberline) or estimates (William Hardie). The fundamental difference lay between the two big firms on the one hand, offering standard products at relatively cheap prices through economies of scale, and the proposals put forward by the local craftsman, William Hardie, which would be unique and special, but also more expensive. In discussion Mr Hardie’s designs were much admired. They would be beautifully in keeping with the rural setting of the play area, and very attractive to the target age group. Mr Hardie would also be willing to tailor the equipment provided to the budget available. In discussion it was suggested that he might be consulted about including some of the children’s own ideas, put forward in the competition at Park Mead School, although the use of modules already designed for other projects would save on design fees. It was agreed that all the designs should be put on display at the Annual Parish Meeting. In the meantime, Cllr Dickie would go on to research possible sources of funding, especially grants. The project would then be reassessed at the next ordinary meeting (in May).

Rents for allotments and the cricket pitch. Cllr Proctor had offered to undertake some research into current pricing in the summer, and to report to LARAC. The council RESOLVED that when this information was available, LARAC should review the rents and charges payable for the use of the allotments and cricket pitch, and bring forward recommendations.

10.40ANNUAL PARISH MEETING

The Annual Parish Meeting would be held on Thursday 15^th April at 7.00 pm in Upper Dicker Village Hall. A maximum budget of £100 would be allowed for refreshments to include wine and a finger buffet. Cllr McCutchan and Cllr Ertl (if willing) would be requested to organise the catering. The Clerk would invite County and District Councillors, organisations within the parish, and organisations to whom grant aid had been given, to present reports to the meeting, preferably in writing. The main theme of the evening would be the Upper Dicker Play Project. The proposals would be displayed, and Cllr Dickie would speak about them. The Chairman would present his Annual Report, and the draft accounts for 2009-2010 would be presented to the meeting.

10.41 LDF: COMMUNITY FACILITIES LIST

The Clerk had compiled and circulated a list of responses to the Key Questions that WDC wanted to have answered by the end of March 2010. The draft response was approved subject to certain additions. Councillors were not aware of unsatisfied demand for any of the facilities listed. The supplementary list of more detailed questions would be considered at the next ordinary meeting.

10.42 LIST OF BUILDINGS AND STRUCTURES OF LOCAL IMPORTANCE

The Council considered whether Arlington should participate in the compilation of a list to be held by WDC. They had not previously indicated an interest in participating, but WDC nevertheless wished to consult all parishes about the compilation of the list. It was agreed that the Clerk should circulate information about the criteria for selection, and the details of the listing process, and bring the matter back to a future meeting.

10.43 CONFERENCES

East Sussex Rural Forum, 8^th March 2010 – Cllr McCutchan reported that this had been a useful occasion, with good exchanges of information taking place.

Community Led (=Parish) Plans, Database Training, 11^th March 2010 – the Clerk reported that the database might be a useful resource, but that users seemed to be subjected to intrusive online surveillance. She would prefer paper communication.

East Sussex Fire and Rescue, Rural Cover Review, stakeholder Forum, 14^th May - Arlington would send a representative. Cllr Garner would attend if available.

10.45 ITEMS OF INFORMATION:

Date of next meeting: a short Extraordinary Meeting of APC will be held on 15^th April 2010 in Upper Dicker Village Hall, immediately after the Annual Parish Meeting.

The meeting closed at 10.05 pm

Katrina Larkin

Parish Clerk

19^th March 2010

Signed……………………………………………………….Chairman

Date……………………………………………………………………..