- Minutes of the Meeting 12th November 2008
- Minutes of the Meeting 13th October 2008
- Minutes of Meeting 8th September 2008
- Minutes of Meeting 7th July 2008
DRAFT & UNCONFIRMED
LANCING PARISH COUNCIL
Minutes of the Meeting of the Amenities & Environment Committee held on Wednesday 12th November 2008.
Present: Chairman: Councillor Ann Bridges.
Councillors: Pat Beresford, Melvyn Blackband, Brenda Collard, Mary Hamblin, Fred Lewis, Stephen Martin, Ann Terry & Norman Wright.
In attendance; Colin Hunt, Clerk to the Council
The Chairman opened the meeting and welcomed the members of the public. The Chairman informed the Committee that in view of her recent appointment as Chairman of the Council she was resigning as Chairman of the Committee but would continue to participate in the meetings in her ex-officio capacity.
It was proposed, seconded and carried that Cllr Brenda Collard be appointed Chairman of the Committee for the remainder of the year. Cllr Brenda Collard accepted the office and assumed the Chair.
The Chairman thanked the Committee and the past Chairman and then called for nominations for the office of Vice Chair of the Committee. It was proposed, seconded and carried that Cllr Mary Hamblin be appointed as Vice Chairman for the remainder of the year.
51. Apologies.
There were no apologies received.
52. Declaration of Substitute Members.
There were no substitute Members declared.
53. Declarations of Interest.
There were no other declarations of interest at the outset of the meeting.
54. Minutes of the Previous Meeting held on 13th October 2008.
The minutes were previously approved as a true and accurate record of the meeting by Full Council on 5th November 2008.
There were no matters arising
55. Public Forum/Questions.
55.1 Mrs Matten asked Council if Members of the public could ask questions of Mr Frazier Stewart who was to outline his proposals for a kite surfing school later in the agenda as there were a number of residents who were very interested and supportive of the initiative. The Chair agreed and invited Mr Stewart to speak in advance of the item on the agenda and allow the public to participate in the discussion.
55.2 Mr Frazier Stewart, who had been invited to attend the meeting, spoke about his proposals to open a kite surfing school on the beach area close to Beach Green.
He informed the Committee that no more than four students would be trained at any one time and would be done at low tide and required approximately a 50 metre operational area.
Mr Stewart was fully qualified and was keen to encourage this growing sport and was eager to promote the area which was now one of the most popular locations in the UK. Surfers travel long distances as the beach profile and facilities at Lancing are ideal for the sport and there would be an opportunity to perhaps stage national events.
Mr Stewart was aware of some of the issues surrounding kite surfers in general and wanted to help to raise the profile of the sport and work in partnership with the local Council.
He offered to help police the area and generally educate the kite surfing fraternity and to work alongside the Council and other agencies to improve safety for all beach users.
Mr Stewart had addressed Committee earlier concerns about the public liability insurance, which would be raised to £10 million, and the proposed location for the school. He now hoped that the proposal could now be advance further.
The Committee had a number of questions and were encouraged by Mr Stewart’s responses all of which satisfied Committees considerations. Members could see the benefit to the local community and were keen to progress this initiative although there were still some issues that needed to be resolved. The main one being Shoreham Airport’s previous comments in view of be issues regarding kites on the flight paths.
Other issues related to the encroachment of vehicles, used by kite surfers, on to the beach. Mr Stewart said that this was an area that policing by the kite surfers themselves would be more effective and would likely rectify the problem.
Mrs Matten from the public gallery was supportive of the initiative and asked if the school could be expanded at some point. Mr Stewart was hopeful and that this would be the case and a matter for future consideration.
Mr Matten was concerned that the red and yellow buoys had not been placed to demark the bathing zone. The Chairman advised Mr Matten that this was an issue that had previously been raised with ADC and apparently was due to the lack of a suitable boat to lay them out. The matter would hopefully be rectified next year when the Adur and Worthing beach services merge.
Mr Matten welcomed the opportunity for all the safety services to work more closely together which would be a great benefit to the area.
There being no further questions the Chairman thanked Mr Stewart for attending the meeting and giving such a good account of the proposal. Mr Stewart thanked the Committee for the opportunity to present his proposals and offered to return to discuss any other issues if necessary.
This matter was to be considered under an item later in the agenda Committee
There were no other questions from the public.
56. Issues Relating to Outside Facilities.
56.1 Lancing in Bloom
At its last meeting the Committee resolved to receive a report from the working party (A&E 13th October Minute 46.1 refers).
Cllr. Anne Bridges informed the Committee that the working party had met and agreed the dates and details of the competitions.
There would be a best front garden competition which would be judged on 27th June 2009. An entry fee of £5 would be required with the winner being given two tickets to next years Shoreham Air show as a prize.
There would also be a two sunflower completions for youngsters, one for under 10 year old’s and one for the group 10 to 16 year old. Seeds and prizes would be donated by Gardner and Scardifield’s and judging would be on 29th August which was Bank Holiday weekend. Certificates would also be presented.
Application forms and further details would be published in the Village Voice nearer the time.
Two of the judges would be the Chairs of the Council and this Committee, Cllrs Ann Bridges and Brenda Collard. Another judge would be appointed nearer the time.
56.2 Beach Huts – future policy concerning outstanding site rent fees.
At its last meeting Committee requested to learn of the ratio of Lancing Residents who are beach hut tenants. An analysis was attached to this agenda for Members information which showed the current figures.
Cllr Bridges referred to the relatively high ratio of non residents at West Beach and suggested that this may possibly be due to residents of Sompting having leases.
56.3 Kite Surfing
Following the presentation given by Mr. Frazier Stewart earlier in the evening Committee instructed the Clerk to liaise with Mr. Stewart to address the outstanding issues and to report back to a future meeting for further consideration.
56.4 Allotments at East Lancing Recreation Ground
At its last meeting this Committee wished to be advised of the likely cost of the clearance of 6 allotment plots and whether allotment holders would be interested in a year’s free rent in lieu of clearance. (A&E 13th October 2008 Minute 46.4 refers).
An initial estimate had been received to clear the land for £650. Although this appeared to be high the amount of work required was considered proportionate.
There was a possibility however that a more competitive quote will be forthcoming from the contractor who was to be involved with the MUGA on the Recreation ground but this was not guaranteed.
After consideration, Committee RESOLVED to re-commission the allotment plots and agreed the figure of £650 and that the Clerk was to insure that this would be the maximum cost for the project.
56.5 Feeding the swans at Widewater
A request from the WSCC Ranger service to ask residents not to feed the swans at Widewater had been received.
The Council were advised that this could have serious consequences as follows:-
· The lagoon cannot support the current levels of wild fowl
· As there is no natural flow of water the amount of swan droppings will settle on the bed of Widewater and will eventually cause a problem with pollution. This could be in the form of smells, algae blooms or most importantly the marine Biodiversity within the area will change.
· The food is also attracting rats, which is obviously undesirable.
We are also advised that swans do however require fresh water so it is being urged to stop feeding the swans and instead put out bowls of water.
Committee noted the matter which was published on the web site and was to be advertised in as many local magazines as possible. Notices would also be placed in the Widewater area.
57 Correspondence Received.
57.1 Friends of Lancing Ring.
Minutes of the Friends of Lancing Ring’s Committee Meeting held on the 10th September 2008 and the Autumn Newsletter was received and Members were informed that the documents were available for inspection in the Council Offices.
58 Clerks Report(s).
58.1 Monks Close Recreation Ground toilets.
Following the last meeting of this Committee (refer Minute 47.1) the Clerk had researched the records but could not find any mention of permission by the Sussex FA to allow the general public to use the toilet facilities at Culver Road.
The Clerk was however soon to be meeting with the Sussex FA on an unrelated issue and would make further enquiries on this issue. The Clerk will report back to the Committee at its next meeting with any relevant information.
58.2 Beach Green Kiosk
The Clerk gave an update on the recent developments.
The surveyors engaged by the Council were due to submit sketches and costs and these would hopefully be available at the next meeting.
There had been a number of developments concerning the Murphy’s Bar development which were likely to have an impact on the Kiosk proposals. Most notable was the drainage issue which was integral to the options available.
After discussion the Committee RESOLVED to invite the surveyor to present the options to the Committee where Members would have the opportunity to consider and input into the designs.
Cllrs Pat Beresford and Fred Lewis informed Committee that they may need to declare an interest as both were Members of the ADC’s Planning Committee and where the application may be needed to be considered.
58.3 Fisherman’s boat lockers on Beach Green.
An antique hand winch had been recovered from the beach and restored.
Enquiries suggest that the winch predates 1877 and could be as much as 50 years older. In either case it is considered to be of historical significance and too important to scrap.
Various locations were discussed but it was considered that the finally agreed location needed to afford a certain degree of security.
It was RESOLVED that the Committee would consider this matter at a further meeting and once some of the many issues surrounding beach green were a little clearer.
59. Any Other Urgent Business (Agreed with the Chairman in advance).
There was no other urgent business.
The meeting closed at 8.52 pm.
Colin Hunt
Clerk to the Council
13th November 2008
Chair
LANCING PARISH COUNCIL
Minutes of the Meeting of the Amenities & Environment Committee held on Monday 13th October 2008.
Present: Chairman: Councillor Ann Bridges.
Councillors: Melvyn Blackband, Mary Hamblin, Stephen Martin, Ann Terry & Norman Wright.
In attendance; Colin Hunt, Clerk
The Chairman opened the meeting and welcomed the members of the public. The Chairman informed the Committee that in view of her recent appointment as Chairman of the Council she will be attending future meetings of the Committee in an ex-officio capacity. This meant that there would be a vacancy on the Committee and asked for this matter to be referred to the next Full Council.
The Chairman would hand over to the elected new Chairman of the Committee at its next meeting.
41. Apologies.
Apologies were received from Cllr Brenda Collard who was on holiday and Cllr Mary Hamblin who would be late arriving.
42. Declaration of Substitute Members.
Cllr Fred Lewis was a substitute Member for Cllr Brenda Collard.
43. Declarations of Interest.
There were no other declarations of interest at the outset of the meeting.
44. Minutes of the Previous Meeting held on 8th September 2008.
The minutes were previously approved as a true and accurate record of the meeting by Full Council on 7th October 2008.
There were no matters arising
45. Public Forum/Questions.
45.1 Mrs Matten was concerned about the cost of the replacement changing rooms at East Lancing Recreation ground and enquired if the leak which caused damage was covered by insurance and whether regular maintenance had been undertaken. The chair advised Mrs Matten that the facility was more than twenty years old and at the end of its life expectancy and although there had been routine inspections the leak had not been obvious and was not detected until it was too late and to make any claim against insurance would likely not be worthwhile.
Mrs Matten also made the comment of whether replacing the facility was cost effective as the facility was only used in the football season. The Chair thanked Mrs Matten for her comments which would be addressed in the debate to follow under the item later in the agenda.
45.2 Mrs Matten was concerned of the possible costs associated with the Beach Green kiosk which had started at £12k replacement and was now rising to a possible £45k and further with the possible inclusion of public toilets. The Chair advised Mrs Matten that the Council was exploring opportunities at this time and that there would be further discussion on this matter at future meetings and once more details and costs are known.
Mrs Matten also raised the issue that any upgrade in the kiosk to provide internal covers could affect the trade of the two cafés in South Street which opened 7 days a week. The chair confirmed that these matters would be addressed once more details are known.
45.3 Mr Matten was concerned over the possible sitting of the kite school on the western end of the Beach Green and whether consideration could be given to relocating the school further east. The chair confirmed that this issue would be discussed in the debate in connection with the item on the agenda to follow.
There were no other questions from the public gallery.
46. Issues Relating to Outside Facilities.
46.1 Lancing in Bloom
The Chairman informed the Committee that Gardiner & Scardifield had agreed to sponsor the event. It was proposed that there would be a children’s grow a sunflower competition and a best garden in a number of categories for adults. There would need to be guidelines which would be detailed in a future edition of the Village Voice along with an entry form.
The timing of the event will need to agreed along with other details and it was RESOLVED that the working party would meet before the next meeting to discuss the initiative and present their proposals at the next meeting.
46.2 Beach Huts – future policy concerning outstanding site rent fees.
Beach hut site rents are due on 1st April each year and the majority of the owners settle their accounts within the month. However there are exceptions and reminders are regularly sent to several owners. One owner receiving a total of SIX letters, two sent by recorded delivery and it was only the threat of repossession of the site did the owner eventually settle the account at the end of September (six months late).
Chasing non payment of debts is costly and it was proposed that an administration charge of £5 be levied for each reminder sent which will be added to individual accounts. Reminders will be sent on the 1st May and if any account are still not settled by the 1st of June a final letter will be sent informing the owners that if the rent (and admin fees) is not paid by 1st July then the site will be repossessed and the owners will be required to remove their huts and belongings. The site will then be offered to the next person on the waiting list.
Failure to remove the hut and/or personal items will necessitate removal by the Council. In this event the hut and any items will be stored for one month and then if not claimed then these will be disposed of.
Cllr Martin asked what proportion of hut owners were non residents of Lancing. The Chair advised Cllr Martin that those figures were not readily available to hand but that the Committee will be advised of this at the next meeting.
After discussion it was RESOLVED to endorse and adopt this policy which will be communicated to the hut owners when the invoices are sent out in April 2009.
46.3 Kite Surfing
Following an initial enquiry (A&E 7th July 2008 Minute 28.3 refers) Brighton Kitesurfing had submitted details for a proposed kite school at Lancing Beach. A letter from the school was attached to the agenda which outlined the proposals.
Part of the beach that was identified for the teaching activity lies outside the Council’s control and Cllr Martin raised the point of the possible conflicts of interest between the kite surfers and the fisherman, bathers, beach hut owners and sailors. Committee also noted the current levels of Public Indemnity insurance which would need to be £10M if the proposal was accepted.
The Committee, whilst wanting to encourage and promote the sport, agreed that more information would be required before any decision could be reached. In this respect it was RESOLVED that Mr. Frazer Stewart be invited to attend a future meeting of the Committee to discuss this matter in greater detail.
46.4 Allotments at East Lancing Recreation Ground
A letter was sent to all allotment holders reminding them of their obligations and responsibilities for the up-keep of their allotments. The letter was attached to a previous meeting agenda (A&E 8th September 2008 Minute 38.2 refers).
Since that time one allotment holder has given up their uncared for plot and this has now be offered to an applicant on the waiting list. There were however about 12 residents on the current waiting list for allotments on this site and on inspection, there were about 6 potential plots which could be utilized but which were in need of extensive clearing as they have become overgrown with vegetation etc.
The clearance would require the use of heavy mechanical plant which was outside the remit of the maintenance officers and it was proposed to hire a horticultural firm to excavate and remove the vegetation and rotivate the soil bringing the six plots back into service. This would realize an additiona1 £100 per annum income.
After discussion Committee wished to be advised of the likely cost of the clearance and also whether allotment holders would be interested in a year’s free rent in reparation of the condition of the existing plots.
47 Correspondence Received.
47.1 Monks Recreation Ground toilets.
A letter was received from the Pastor of the Lancing Tabernacle dated 24th September 2008 which was attached to the meeting’s agenda and concerned a partnership proposal to provide toilet facilities at Monks Recreation Ground.
The Chair advised the Committee that the WSCC Cabinet Member is looking into the matter of public toilets in Lancing and that it was prudent to wait for the outcome of this before advancing this initiative.
Cllr Martin reminded Committee of an existing agreement with the Sussex Football Association to provide public access to their toilet facilities at Culver Road, which was intended to replace the closed facility at Monks Recreation Ground. It would therefore be an unnecessary duplication of facilities.
The Clerk was instructed to search for the necessary agreements and paperwork and report back to Committee at a later meeting.
48 Clerks Report(s).
48.1 Beach Green Kiosk
Atturbury Moore, a firm of Surveyors had been engaged to prepare plans and specifications suitable for tendering for building works to the kiosk.
The brief was to sketch and estimates for three options which were (a) a like for like building, (b) a larger building to accommodate sit-in customers and (c) one to also incorporate public toilets.
Whilst Committee accepted that the latest proposals were more ambitious than originally imagined it was agreed that this opportunity should nevertheless be explored further.
The Committee awaited the Surveyors report.
The Clerk declared an interest in this matter as one of the partners of Atterbury Moore was an ex-colleague of his at Adur District Council.
48.2 Fisherman’s boat lockers on Beach Green.
Members were reminded of the efforts made to ascertain the ownership of the redundant fisherman’s boat lockers at Beach Green.
One local fisherman, Mr. Christopher Furlong, who was granted sole permission by Lancing Parish Council in October 2003 (Full Council Minute 74(d) 2003/4) to sell locally caught fish from the boat locker, had contacted the Council.
Unfortunately in December 2007 Mr. Furlong’s boat was vandalized and since that time it had been off site being repaired. However, Mr. Furlong intended to resume fishing early next year (2009) and arrangements have been made for Mr. Furlong’s boat locker to remain on site.
As there had been no other responses to Council enquiries it was RESOLVED to go ahead with plans to remove the redundant lockers and reinstate the site in due course.
As the Committee wished to encourage this activity and did not want to be prohibitive in granting permission it was further RESOLVED that Committee would receive other applications from fishermen wishing to operate from the Beach and would treat each application on its individual merits.
48.3 East Lancing Recreation Ground changing rooms.
Committee was advised that a toilet floor in one of the changing rooms at East Lancing Recreation ground had collapsed as a result of a water leak form a pump. The situation had gone unnoticed over a long period and the floor was now beyond economic repair.
The water had been turned off at the mains and notices placed stating that there was no water and that the toilets and showers were not in use. Committee was advised that the situation would be monitored and, if deemed necessary for health and safety reason, the changing rooms will be closed.
The only viable long term solution was to replace the building and the cost was estimated to be in the region of £45k (£20k per unit plus transport and installation and removal and disposal of the old cabins).
An alternative would be to hire the facility for the football season. The cost per season was estimated at £8k (which covered the £164 per week hire charge plus transport and on site connections of the drainage, water and electricity).
After discussion it was RESOLVED that Committee was unable to justify the level of expenditure required for a new facility but that it would consider a recycled option if one became available.
48.4 East Lancing Recreation Ground MUGA site.
The Committee was advised that the proposed location of the new MUGA facility at East Lancing Recreation Ground was causing concern. The preferred site on the eastern side was deemed to be inappropriate as the area was prone to water logging.
There were two alternatives, namely the. north-west and south-west corners. There was however issues connected with both locations and Committee was asked to decide on the new location.
The Committee was advised of the findings of a previous working party that were originally chosen to look into this matter. That working party had favoured the south-west corner of the recreation ground which was seen to be the most suitable.
After discussion it was RESOLVED to locate the MUGA facility in the south-west corner of the recreation ground and to position it facing northwards so as to minimise any nuisance to adjoining properties of balls landing in gardens.
49. Any Other Urgent Business (Agreed with the Chairman in advance).
The Chair introduced an initiative to promote a Lancing Festival which would be run in conjunction with the Adur Festival next year. The idea was to organise a number of events to be held on Beach Green which would involve a range of community groups including a youth element. The Chair proposed to develop the idea and bring a report to the Committee for further discussion in due course.
There was no other urgent business.
The meeting closed at 8.52 pm.
Minutes of the Meeting of the Amenities & Environment Committee
held on Monday 8th September 2008.
Present: Chairman: Councillor Ann Bridges.
Councillors: Melvyn Blackband, Mary Hamblin, Stephen Martin, Ann Terry & Norman Wright.
In attendance; Colin Hunt, Clerk
31. Apologies.
There were no apologies received
32. Declaration of Substitute Members.
There were no substitute Members declared.
33. Declarations of Interest.
There were no other declarations of interest at the outset of the meeting.
34. Minutes of the Previous Meeting held on 7th July 2008.
The minutes were previously approved as a true and accurate record of the meeting by Full Council on 2nd September 2008.
Matters arising
34.1 The Chair updated the Committee regarding the toilets at Beach Green. She had spoken to Kieth Dollemore, the ADC Cabinet Member for Clean and Green Environment, and asked him to consider a serious overhaul of the toilets. There is a joint strategy meeting on 16th September and Cllr Bridges hoped that this matter would be raised although she was informed that there were budget restrictions.
The Chair also contacted Cllr David Simmons, the Cabinet Member for Health, Safety and Wellbeing with regards to the Beach Safety issues. The Chair will report back to Committee on both issues in due course.
35. Public Forum/Questions.
35.1 Mrs Matten of 237 Brighton Road requested an update of the Regeneration Project for Lancing. Mrs Matten was informed that the latest report was attached to the agenda.
35.2 Mrs Matten spoke in favour of not charging for the rent of the winch that the Lancing Sailing Club was proposing to relocate onto the beach adjacent to the Beach huts south of Shopsdam Road. .
35.3 Mrs Matten spoke in favour of the proposed rebuilding of the Kiosk on Beach Green but was concerned of the possibility of a significantly higher rental being charged and the impact this may have on the existing tenants when re-tendering for the facility next year.
33.4 Mrs Matten was concerned about the danger of cyclists riding along Beach Green and not dismounting in the vicinity of the Kiosk. The Chair informed Mrs Matten that this matter had been brought to the attention of the WSCC. One suggestion was to provide a staggered barrier to force cyclists to dismount but the Council was waiting to hear back from WSCC on the matter.
33.5 Mrs Matten was not impressed with the Council representatives at the last CLC meeting and was alarmed to hear the suggestion that the Parish Hall was not fit for purpose. Mrs Matten was of the opinion that the Parish Hall was a good facility and welcomed the refurbishments.
33.5 Mr Matten informed Committee that Gardner and Scardifield can provide play equipment and that perhaps they could be approached in relation to the East Lancing playground project.
35.6 Angela Bladen expressed concern that the beach huts at the end of Shopsdam Road could again cause damage to adjoining properties during storm conditions as was experienced in March. She urged the council to reconsider the decision to allow all year round tenancy to the owners of the beach huts as in her opinion they were not secured to the ground. Francis Smith also echoed the same sentiments and suggested that the huts were no more than sheds which were not designed to withstand heavy storms. Francis Smith also referred to the cycle path adjacent to beach huts and the possibility of the huts being blown onto the cycle lane during high winds causing danger to pedestrians and cyclists alike.
35.7 Dog Control Orders
Lesley Hunt, Street Scene Projects Officer for Adur and Worthing Services attended the meeting and provided an explanation to Members on the proposed dog control orders that ADC are considering introducing under the Clean Neighborhood and Environment Act 2005. This was part of the consultation process and a report will be made to the ADC’s Overview and Scrutiny Committee on 16th September.
Although the Council are at liberty to introduce separate orders it was perhaps worth the Council considering having LPC land and requirements included within the district wide orders.
The control orders would contain legislation to deal with such matters as:-
Owners failing to clear up after their dogs
Requiring owners to keep their dogs on leads
Dog exclusion zones such as play areas etc
Restricting the number of dogs any one person can take onto land and
Not putting a lead on a dog when instructed to do so by an authorized officer
Fixed Penalty Notices could be issued and the Street Scene Project Officer will look into whether or not Staff of the LPC could be authorised for this purpose.
Results of the public and agency consultation revealed that over 60% of respondents cited dog fouling as an issue and 85% agreed that dogs should be restricted in areas such as play grounds, cemeteries etc.
During the discussion one local PCSO raised the issue of the inadequate number of dog bins. Lesley agreed to look into this matter but suggested that this may be a matter relating to the resources available for the clearing of the bins. One little advertised fact is that dog fouling could be deposited in rubbish bins if bagged twice.
The chair thanked Lesley for attending and explaining the situation. The Council’s response would be made under a later item on the agenda which will be forwarded in time for Council views to be passed to the Overview and Scrutiny Committee for consideration on 16th September.
36. Issues Relating to Outside Facilities.
36.1 Private path leading from the Haven to the beach
A request to improve and resurface the private path linking the Haven to the public footpath/cycle track had been received. LPC charge a yearly way leave of £120 for access across LPC land and a recent inspection reveals that although the path is not very attractive it is considered safe.
Although there were no details available relating to the way leave agreement and responsibilities of each party, some minor safety works have been carried out over the years. In the absence of conclusive evidence of responsibilities further expenditure was not recommended.
After discussion it was RESOLVED that if the residents of the Haven so wished to improve the footpath that they be allowed to do so at their own expense.
36.2 Widewater Car Park
Complaints had been received concerning ‘boy racers’ using the car park after dark. This matter had been discussed with the local PCSO for the area who could issue a section 59 warning to drivers causing a nuisance if caught. Although the Police were keeping vigilance it was unlikely that any reports received would be given priority.
The advice is for residents, who see this occurring, to try and gather evidence relating to the vehicles, make of car, colour, registration numbers etc which can be passed to the Police for further action.
36.3 East Lancing Recreation ground – Capital works
A variety of schemes were presented for approval and after discussion the Committee decided on the larger facility with a fixed shelter. The Chair would meet on site with the Council’s Facilities Manager to identify the location after which an order will be placed.
Under the Financial Standing Orders three quotations were required for this level of expenditure. However as this is a specialist market obtaining three quotations was proving difficult.
A local company will be approached regarding obtaining a third quotation but in the event that this was not forthcoming it was RESOLVED that a relaxation of FSO 13.1 in this matter be requested at the next F&GP Committee.
36.4 Murphy’s bar site.
Building works had resumed on the Murphy’s bar site after a lengthy delay. An encouraging meeting with the new Surveyors had been held and a number of issues were raised. These included the building footprint, site compound, water supply, access over LPC land and related topics. A letter from the Surveyors dated 12th August 2008 was attached to this agenda.
The Surveyors had noted the issues and undertook to forward them to the owners for consideration. The water supply had been re-instated and there is optimism that the remainder of the issues would be resolved to the satisfaction to all parties.
A deed plan had been found which shows the extent of the frontage to be 142 ft & 3 ins (imperial). This was checked by the Clerk and Facilities Manager and, including foundations, the overall length measured was 143 ft & 6 ins, a difference of 1ft & 3ins. The Surveyor had accepted the matter and sought Councils views on the way forward.
After discussion it was RESOLVED:-
(1) to grant a way leave in consideration of an annual payment.
(2) to request that the Finance and General Purposes Committee fix the appropriate annual charge and
(3) to deal with any future matters arising from the development on individual merits
36.5 Shopsdam Road Beach huts
Prior to 2007 the 20 beach huts at Shopsdam Road were required to be removed from site during the winter months to allow The Environmental Agency (EA) unobstructed access to undertake routine maintenance works to the wooden groynes.
When the new rock groynes were installed the EA advised the Council that access was no longer required and as a result the Council wrote to all beach hut owners on the site advising them accordingly and offering a full year’s tenancy.
Although this meant that the charges were increased from £60.50 for a half year to a full year’s rental of £120, 18 of the 20 owners elected to take up the Council offer.
Unfortunately a storm in March blew one of the huts into an adjoining garden causing damage to fencing etc. which caused the resident to contact the Council to request that the Council reconsider again requiring the huts to be removed in winter.
A risk assessment was undertaken which suggested that although this could happen again it was unreasonable to expect that this area would be the only area to suffer in severe storm conditions. There have been other similar incidents of storm damage at Beach Green and Widewater and that any policy change will need to be applied to these areas also.
Also high winds and storm conditions are not restricted to winter months and with some 200+ huts on Council land it was considered unreasonable to require all hut owners to vacate Council plots during winter. ADC do not require this of their tenants and equally accept the risk.
After discussion it was RESOLVED to monitor the situation and to :-
(1) explore the possibility of an insurance to be taken out on behalf of the hut owners and to re-charge them proportionately within the rental and
(2) write to the beach hut owners and remind them of their responsibilities and advise them to secure their huts.
36.6 Beach Green Kiosk
At its meeting on 7th July Members requested that his initiative be advanced (Minute 28.4 refers).
As reported earlier, the kiosk, over several years, had suffered repeated vandalism and break-ins which had cost the lessee in stolen stock and the Council in excess of £600 this year in repairs of which only a small proportion has been recovered from insurances (£160).
The structure is predominately wooden and is fast becoming dilapidated and consideration was given to rebuilding the structure in brickwork incorporating a steel door and shutters which will generally make the kiosk more vandal proof and more attractive.
It is estimated that the cost to draw the plans, obtain planning and building regulations etc including fees will be approximately £1000 with a construction cost estimated at £9,000, although building costs will depend on the final size of the building and will be determined once quotations are obtained in accordance with financial regulations.
There may be a possibility to increase the current size of the building to accommodate a small sit-in area but this will be subject to planning approval and costs of the larger facility.
After discussion it was RESOLVED:-
(1) to seek quotations for the preparation of plans and specifications suitable for tendering for the building works, both on the existing footprint and for a larger building to accommodate sit-in customers (subject to planning consent)
(2) to then seek tenders for the new builds,
(3) to report back to this committee for a final decision on the size of the building once tenders are received and
(4) in the interim to refer this to the F&GP committee in October for consideration to provide funding this financial year (80/09) should any shortfall be identified or to consider this project alongside other Council priorities for inclusion in the 2009/10 budget (or a combination thereof).
There were no further issues or reports made.
37. Correspondence Received.
37.1 Clean Neighbourhoods & Environmental Act 2005 - Dog Control Orders.
A letter from ADC dated 18th August (attached to the agenda) requesting written confirmation of the orders that the Council wish to see applied on Parish land.
Although the letter requests a response by 29th August, ADC’s Senior Environmental Health Officer will accept Council’s response after that date and present these to the ADC’s Overview and Scrutiny Committee on 16th September.
Following the update from Lesley Hunt earlier in the evening and after discussion it was RESOLVED to:-
(1) request that the general ADC dog control orders be applied to all Council land;
(2) to prohibit dogs from enclosed playgrounds (excluding guide dogs) and the area of Widewater south of the car park and between the two public footpaths running north and south and
(3) to require dogs to be kept on leads in the other areas of Widewater up to the beach breastwork.
37.2 Winch at Shopsdam Road.
Representatives from the Lancing Sailing Club had written to the Council to seek permission to move the boat winch at Shopsdam Road to an area adjacent to the beach huts. The Sailing Club had experienced problems in bringing boats ashore due to the height differential between the beach and the existing winch which causes snagging of cables.
A site meeting and inspection revealed little or no problems in doing so and the Environmental Agency had no objections to the proposal.
It was RESOLVED that the Sailing Club be granted permission to place the winch on Council land and that an annual rental be charged at the same level to that of a beach hut site (currently £102.5 plus VAT).
37.3 The Minutes of the Friends of Lancing Ring, committee meeting on 15th July 2008 together with the summer newsletter were attached to the agenda
37.4 Members were advised of the Widewater Management Group meeting to be held at the Lancing Parish Hall on 16th September 2008 at 2pm. All members were welcome to attend.
37.5 An update from the Adur Town Centres & Street Scene Co-ordinator for ADC on the Lancing Town Centres Initiative was attached to this agenda.
Councillor Steve Martin declared an interest in this item but asked Committee to consider the possibility of providing a shelter at the railway station for people waiting for taxis, as part of the initiative.
37.6 An email from Bartholomew Gardens regarding the possibility of him holding car boot sales on the Beach Green Car Park. The proposal would be to hold the event on Sundays mornings with one half of the car park used for sellers and the other half for parking. He had offered £150 per event.
After discussions it was RESOLVED to agree the principle of the initiative but to consider this further at a future committee when more details are known and in consideration of the number of remaining operational days which is limited to 28.
37.7 An email from WSCC enquiring if the Council wish their car parks to be included in the proposed civil parking enforcement regime due to be introduced in Adur in January 2009.
After discussion it was RESOLVED to decline the offer and to continue to operate the Parish owned car parks independently.
37.8 A letter from Charles Odom of The Bell Memorial Care Home concerned about the speed of traffic along South Street.
After discussion it was RESOLVED that the Clerk should pass this matter on to the relevant authorities.
37.9 An email from Samuel Dore, an independent film maker from London seeking permission to film on Beach Green on 16th September.
After discussion it was RESOLVED that the Clerk should find out more about this matter.
38 Clerks Report(s).
38.1 Confirmation of Vice Chair to the Committee
The election of the Vice Chair of this committee had not been recorded in previous Minutes. To complete formalities Cllr Steve Martin proposed a motion to elect Cllr Brenda Collard as Vice Chair of the Committee. The motion was seconded by Ann Terry and agreed by all Committee members in attendance.
38.2 Allotment holders
A letter had been sent to all allotment holders reminding them of their obligations and responsibilities for the up-keep of their allotments. The letter was attached to this agenda and Members noted this action.
38.3 Fisherman’s lockers on Beach Green.
Further to minute 28.2 (A&E 7th July 2008) Members were informed that a notice had been placed in the Village Voice and on the web site urging owners of the fishermen’s lockers to contact the Parish Offices. Notices were also affixed on the lockers on 1st September stating that any unclaimed items and materials left in and around the lockers including winches and engines would be disposed of.
38.5 Timetable for future meetings
Members were asked for their views on changing the current timetable of the Amenities and Environment Committee, currently held on the second Monday of the month, to Wednesdays.
This would simplify the Municipal timetable insofar as all meetings of the Council and Committees would be on Wednesdays.
After discussion it was RESOLVED to move the committee meeting dates to the second Wednesday in each month.
39. Any Other Urgent Business (Agreed with the Chairman in advance).
There was no urgent business.
The meeting closed at 9.55 pm.
LANCING PARISH COUNCIL
Minutes of the Meeting of the Amenities & Environment Committee
held on 7th July 2008.
Present: Chairman: Councillor Ann Bridges.
Councillors: Melvyn Blackband, Brenda Collard, Mary Hamblin, Stephen Martin, Ann Terry & Norman Wright.
21. Apologies.
Apologies had been received from Councillor Mary Hamblin who would be a late arrival
No other apologies had been received.
22. Declaration of Substitute Members.
There were no substitute Members declared.
23. Declarations of Interest.
There were no other declarations of interest at the outset of the meeting.