Lancing Parish Council Website
DRAFT & UNCONFIRMED
LANCING PARISH COUNCIL
Minutes of the Meeting of the Full Council held on
Wednesday 5th November 2008 at 7.30 p m.
Present: Chairman: Councillor Anne Bridges.
Councillors: Andy Barnes, Pat Beresford, Melvyn Blackband, Richard Burt, Brenda Collard, Mary Hamblin, Fred Lewis, Stephen Martin, Morgan Nahid, Tony Nicklen, Lorna Read, Ann Terry & Norman Wright.
In attendance; Colin Hunt, Clerk to the Council.
The Chairman opened the meeting and welcomed the members of the public
51. Apologies.
Apologies were received from Cllrs. Kim Bonnett & Simon Bridges and were accepted by Council.
52. Declarations of Interest.
There were no declarations of interest received.
53. Minutes of the Previous Meetings.
53.1 Full Council held on 7th October 2008.
The minutes of this meeting were accepted and agreed as a true record of the meeting
There were no matters arising.
53.2 Planning Advisory Committee held on 7th October 2008.
The minutes of this meeting were accepted and agreed as a true record of the meeting
There were no matters arising.
53.3 Amenities & Environment Committee held on 13th October 2008.
The minutes of this meeting were accepted and agreed as a true record of the meeting
There were no matters arising.
53.4 Planning Advisory Committee due to held on 15th October 2008.
The meeting due to be held on 15th October 2008 was cancelled as there were no planning applications for consideration or other urgent business to discuss. There were therefore no minutes produced
53.5 Finance & General Purposes Committee held on 15th October 2008.
The minutes of this meeting were accepted and agreed as a true record with the exception of Minute 52. Cllr Tony Nicklen was not substituting for Cllr Richard Burt. The Minute was subsequently altered to ‘There were no substitute Members’
There were no matters arising.
54. Chairman’s Announcements/Report.
The chairman reminded Council of the Remembrance Day ceremony on Sunday 9th November at 3pm and welcomed Members to join her at the Parish Hall.
55. Public Forum & Questions.
55.1 Mrs Matten urged Members to attend the CLC meeting at Ropetackle in Shoreham on Thursday 13th November at 7pm to support a number of local groups who were applying for grant funding.
55.2 Mrs Matten enquired whether the Council would consider peer mentoring by other more experienced Councillors in view of the relatively inexperience of the new Council. This was part of a new initiative programme which had superseded the Standards Board.
The Chairman advised Mrs Matten that the Members were undergoing a training programme through SALC (Southern Association of Local Councils) but that the Council would consider the matter and asked Mrs Matten to forward the details to the Clerk.
55.3 Mr Eden expressed his appreciation to the Council for the speed in which the Minutes were posted on the Lancing Parish Council Web site.
55.4 Mr Egginton expressed his appreciation to the Council on the smooth and efficient way that the recent Residents meeting had been conducted.
There were no further questions from the public
56. Correspondence or Issues in respect of the District and/or County Councils.
West Sussex Lifestyles of 16 – 24 year olds in Further and Higher Education Colleges 2008. A report and data from a survey provides important insight into the lives and behaviours of young adults in the County.
The Report will be held in the Parish Offices should Members wish to view it.
57. Other Correspondence.
57.1 A list of email correspondence from a variety of sources received since the last meeting was distributed at the meeting. Members are given the opportunity to contact the Clerks Office and request any of the documents or attachments on the list which may be of interest to them.
The items on the current list will be kept available until the next Full Council meeting when it will be replaced with a new list of the then current items.
57.2 Communities in Control: Real people, real power: Codes of conduct for local authority members and employees – A consultation. A consultation paper from communities and Local government
The paper will be held in the Parish Offices should Members wish t to view it
57.3 Lodge Hill Trust – Annual Report 2007
. The Report will be held in the Parish Offices should Members wish to view it
57.4 South Downs Joint committee Annual Review 2007 - 2008.
The Review will be held in the Parish Offices should Members wish to view it
57.5 A letter from The Highways Agency advising the Council of tree felling works on the A27 near Boundstone Road, Lancing which was due to start on 10th November 2008.
58. Report(s) of the Clerk.
There were no reports
59. Report(s) of Representatives on Outside Bodies.
59.1 Cllr Ann Terry advised the Council of a Fair Trade AGM due to be held on 13th November at the Parish Hall. All were welcome.
Cllr Terry also informed Council that she was due to attend the airport Consultative Committee this month and that she will report back to the next Full Council meeting.
59.2 Cllr Mary Hamblin informed the Council of the recent Standards Committee case concerning the non declarations and urged members to ensure that all relevant declarations are made.
Cllr Hamblin referred to a World of Widewater meeting she attended where the problem of dogs on Widewater was discussed. There were issues concerning dogs attacking birds, fouling and dogs on leads. On a positive note she informed Council of a successful event at Widewater for children which had been well organised.
Cllr Hamblin also referred to the recent Neighbourhood Police Panel where there was considerable concern over the cannabis café issue. Four people had recently been arrested and Cllr Hamblin urged people to ring the Police if anyone is seen entering the establishment.
The cannabis café issue generated much debate and the Council was concerned that expectations had been raised of a satisfactory conclusion to the issue but that there now appears to be a stalemate.
The Chairman would take this matter up on behalf of the Council and try and find out the latest developments and report back to Council at a future meeting.
59.3 Cllr Hamlin also referred to other issues from the WOW meeting and in particular the cars being sold on the streets and the lack of dog bins. The later was due to due to a lack of Adur staff but that the situation may change next year when Adur and Worthing services begin to merge.
59.4 The Chairman informed the Council of a Lancing Youth Centre meeting due in a couple of weeks and that she would report back to the next Full Council meeting.
The Chairman, although unable to attend the last CAB meeting, referred to the minutes of that meeting and informed Council of the part time CAB presence at Boundstone Community Centre and that the Macmillan funding campaign was going well.
60. Any Other Urgent Business (Agreed with the Chairman in advance).
60.1 Review of the Council’s Committees
Following the appointments of a new Chairman and Vice Chairman of the Council and their respective ex-officio capacity to be members of all Committees under Standing Order 42, vacancies had arisen on all three programme Committees.
Under Standing Order 41 Council RESOLVED to appoint Cllr Tony Nicklen to the Finance and General Purposes Committee and Cllr Pat Beresford to the Planning Committee and the Amenities and Environment Committee.
60.2 Beach Green
The Lancing Parish Residents meeting held on 23rd October 2008 voted overwhelmingly to cover the areas where the blocks were protruding above the surface.
The Council in response RESOLVED to instruct the Clerk to seek competitive tenders for works to cover the blocks.
It was also RESOLVED to delegate this issue to the Amenities and Environment Committee to now deal with as part of its programmed work load.
60.3 Lancing Festival
An initiative was introduced at the Amenities and Environment Committee to organise a Lancing Festival next year. (Minute 49.1 A&E refers) A sum of £1500 has been provisionally budgeted (Minute 59.3 F&GP refers) and will be included in the final draft budget to be presented to Full Council at its meeting on the 3rd December 2008.
A number of possible events were discussed which in connection with the festival and after debate it was RESOLVED that the Chairman form a working party to test the viability of the initiative.
The Working Party, which will be lead by the Chairman, would consist of Cllrs Mary Hamlin, Norman Wright and Ann Terry and Mrs Melanie Matten, a local resident, who volunteered and would be a co-opted member.
The Working Party would also solicit the help of Pam Driscoll and David Steadman from ADC who were experienced event organisers.
60.4 The Clerk & Facilities Manager contracts of employment.
The incumbent Clerk and Facilities Manager had now completed their six month probationary period of employment and the Council were asked to confirm their permanent positions.
It was RESOLVED that the Clerk and Facilities Manager had satisfactorily completed their respective six month probationary periods and that their appointments would now be confirmed as permanent.
It was further RESOLVED to change the Facilities Manager’s post title to that of Deputy Clerk which better represented the duties and responsibilities of the post.
There being no further maters, the meeting closed at 8.22 p.m.
Colin Hunt
Clerk to the Council
6th November 2008
LANCING PARISH COUNCIL
Minutes of the Meeting of the Full Council held on
Tuesday 7th October 2008 at 7.30 p m.
Present: Chairman: Councillor Tony Nicklen.
Councillors: Andy Barnes, Pat Beresford, Melvyn Blackband, Kim Bonnett, Ann Bridges, Simon Bridges, Richard Burt, Brenda Collard, Mary Hamblin, Fred Lewis, Stephen Martin, Morgan Nahid, Lorna Read, Ann Terry.
In attendance; Colin Hunt, Clerk.
The Chairman opened the meeting and welcomed the members of the public. He then read a statement resigning his office as Chairman of the Council. As the Vice Chair had previously resigned the Council sought nominations for the office of Chairman.
It was proposed, seconded and carried that Cllr Ann Bridges be appointed Chairman for the remainder of the year. Cllr Ann Bridges accepted the office and assumed the Chair.
The Madam Chairman then called for nomination for the office of Vice Chair of the Council. It was proposed, seconded and carried that Cllr Fred Lewis be appointed as Vice Chairman for the remainder of the year.
41. Apologies.
Apologies were received from Cllr. Norman Wright who was unfortunately unwell to attend.
42. Declarations of Interest.
There were no declarations of interest received.
43. Minutes of the Previous Meetings.
43.1 Full Council held on 2nd September 2008.
The minutes of this meeting were accepted and agreed as a true record of the meeting
There were no matters arising.
43.2 Planning Advisory Committee held on 2nd September 2008.
The minutes of this meeting were accepted and agreed as a true record at the Planning and Advisory Committee held on 10th September 2008
There were no matters arising.
43.3 Amenities & Environment Committee held on 8th September 2008.
Cllr Tony Nicklen informed Council that he had attended the meeting but was not mentioned as being present. The Minutes would be amended accordingly. There were also some numbering errors which would be rectified. Otherwise the minutes of this meeting were accepted and agreed as a true record
There were no matters arising.
43.4 Planning Advisory Committee held on 10th September 2008.
With the exception of some numbering errors, the minutes of this meeting were accepted and agreed as a true record at the Planning and Advisory Committee held prior to this Full Council meeting
There were no matters arising.
43.5 Finance & General Purposes Committee held on 10th September 2008.
The minutes of this meeting were accepted and agreed as a true record
There were no matters arising.
44. Chairman’s Announcements/Report.
45. Public Forum & Questions.
45.1 WSCC Councillor Carson Albury was due attend this evenings meeting to update Council on the Boundstone Youth Wing issue but unfortunately Cllr Albury was unable to attend due to illness.
45.2 Mr Andrew Eggington requested answers to the previous questions which have been previously refused. The Chair informed Mr Egginton that there was an item on the agenda regarding his request for an internal review and that this matter would be discussed later in the meeting.
45.3 Mr Gordon Brown thanked the Council for the hearing loop which allowed him to hear the proceedings. He also thanked the Council for explaining the matters raised in his letter regarding the timing of questions from the public. He was amazed that some Council’s do not allow the public to have their say and was pleased that the Council do not adopt this policy. Despite the explanation he did ask that perhaps the public could enter into the debate for important issues at relevant points in the proceedings. The Chair informed Mr Brown that letters could be sent to the Council in advance of meetings for consideration at the meetings which would be dealt with under ‘Other correspondence’. The Chair also said the in certain circumstances, proceedings could be suspended to allow further comments from the public which had been the case on a number of occasions when council were considering important matters.
45.4 Mr Quallinton handed the Chair an estimate dated 18/07/2005 from a landscape company regarding the provision of sandy loam to Beach Green. The Chair thanked Mr Quallinton and informed Council that a more recent estimate for the supply and spreading of topsoil and turfing had been obtained but that in any event competitive tenders would be sought in accordance with the current Financial Standing Orders.
Mr Quallinton also referred to a meeting which he and others was promised to be invited to but allegedly the invitation was not forthcoming.
45.5 Mr Hutton had heard through a friend of his that a Councillor had been overheard talking about Beach Green. The Chair enquired if Mr Hutton had any more information about this but Mr Hutton declined to go further in this matter.
45.6 Mrs Matten spoke of her disappointment the Cllr Albury was unable to attend the meeting to update the Council on the Boundstone School issue. The Chair advised Mrs Matten that she was to have a meeting with WSCC Cllr Robert Dunne on this matter and would hopefully report back to the next meeting.
45.7 Mr Eden requested an update on the Murphy’s bar site. The Chair advised Mr Eden that maters were progressing and that there was now a good working relationship with the new building surveyors. There would be a number of building matters to address in the forthcoming months but these would be reported at Council in the normal manner.
Mr Eden also asked the Council to consider not raising the precept next year in view of the amount of reserves currently held. The Chair advised Mr Eden that this would be considered although the Council were now embarking on an improvement programme in the Village Hall to upgrade the facilities in an attempt to generate income. The Chair cited the proposed new kitchen and ceiling amongst other improvements. There were also some external projects to consider such as the replacement kiosk on the Beach Green which would need financing. These matters along with the Beach Green works would have a bearing on future precepts.
Cllr. Beresford left the meeting at this point.
45.8 Mrs Matten enquired if, once the refurbishments were completed, the Council were going to advertise the Village Hall more and look at the current charging policy. The chair confirmed this would be the case once all of the refurbishments are completed.
45.9 Ms Penny Ryle enquired if the old furniture and kitchen fittings were to be re-cycled. The Chair confirmed this saying that the Council Chamber tables would be advertised for sale but that the old hall tables and kitchen units had no economic value as they were in a poor condition.
45.10 Mr Egginton suggested that when the new kiosk was built and re-tendered could a minimum tender sum be included. The Chair advised the Council that there will be many options open to the Council once the new facility is built and each will be considered on its merits at the time.
There were no further questions from the public
46. Correspondence or Issues in respect of the District and/or County Councils.
An invitation to all Members to attend Adur & Worthing Council’s FUTURE WAYS OF WORKING EVENT on Wednesday 22nd October 2008 between 11am and 3pm at the Assembly Hall Worthing.
47. Other Correspondence.
47.1 A list of email correspondence from a variety of sources received since the last meeting was attached to the agenda for information. Members are given the opportunity to contact the Clerks Office and request any of the documents or attachments on the list which may be of interest to them.
The items on the current list will be kept available until the next Full Council meeting when it will be replaced with a new list of the then current items.
47.2 A letter from West Sussex NHS Primary Care Trust regarding The NHS Constitution and Public consultation period, setting out the public’s legal rights and a series of pledges which the NHS will strive to achieve. The consultation ends on 17th October 2008.
47.3 A letter from the Kingfisher Family Practice asking whether the Council would allow the Practice to relocate temporary to the Village Hall in the event of an emergency. This will be part of their business continuity plan. The Clerk will write to the Manager and confirm the Council’s acceptance to accommodate the Practice in an event of an emergency.
47.4 A letter from WSCC re a joint information and key partners event to be held on Wednesday 22nd October at the Boundstone Nursery School and Family Centre between 12 and 2pm. All Members are welcome to attend and more details are displayed on the notice Boards in the main foyer to the Village Hall.
47.5 An email from ADC regarding Conduct of Parish Councillors. A link:- www.info4local.gov.uk/documents/related-links/561616 was provided and Councillors are urged to visit the site regularly and keep up to date with issues relating to their office.
47.6 A letter from John Lawson Entertainment regarding the possibility of a Circus in the Parish. The Clerk will obtain more details and report to the Amenities and Environment Committee in due course.
47.7 A letter from Mazars, the external auditor, certifying the audited accounts for 2007/08 and enclosing the relevant certification. The Certificates have been advertised in accordance with the regulations and are available for viewing in the foyer to the Village Hall. An item has been placed on the next Finance and General Purposes Committee agenda to present the accounts in more detail.
8. Report(s) of the Clerk.
8.1 New timetable of Council meetings.
At the last Full Council meeting (Minute 38.4) it was resolved to bring an item to this meeting and once A&E Committee had discussed the proposed changes in the municipal diary. The A&E Committee agreed to the proposals at its last meeting and it was therefore:-
RESOLVED that programme committees in November and for the remainder of the municipal year to May 2009 revert to the new timetable
9. Report(s) of Representatives on Outside Bodies.
9.1 The Chair informed Council that Abacus, who run holiday activities for the young have recorded an increase in after school use which is encouraging.
9.2 The Chair would be attending the next meeting of the CAB where the new funding proposals would be discussed. The Chair will report back to the Council in due course.
9.3 Cllr Anne Terry informed the Council of her recent attendance at a meeting regarding the recent changes to the Army. All three of the representatives from Lancing Parish found the evening very informative and there was a presentation pack available for other Members to look at if they so wished.
9.4 Cllr Terry informed Council of the Fair Trade association and hoped to promote the Association in Lancing.
9.5 Cllr Lewis informed council of an open night at the Quayside Youth Centre in Southwick between 6:30 and 8pm on 8th October.
10. Any Other Urgent Business (Agreed with the Chairman in advance).
10.1 Beach Green
The Chair advised Council that the deeds have now been checked by independent Solicitors and the area appears to be free of covenants.
In advance of this item and in response to the call to allow the public to participate in the debate (Minute 45.3), the Chair, with the agreement of the Council, permitted questions in accordance with Standing Order 72. However, in order to avoid the meeting over running, questions were limited to a ten minute period
There was some concern over the costs of any final scheme and a suggestion was made of using Probation Services to help to keep costs down. The Chair reminded all of the Financial Standing Orders and that any costs would be competitively obtained and that the Council would consider all appropriate options to reduce costs wherever possible. The Chair thanked the public for their further input into this issue and Council discussions resumed.
There was a discussion regarding whether a Residents meeting was necessary in view of the apparent groundswell of opinion favouring re-instatement of the Green. The chair advised Council that records indicate that the land was originally acquired in the1920’s which was the wish of the residents at that time expressed through a Parish Residents meeting and that it was appropriate that another meeting be convened to allow residents again to have their say on this major Village issue.
Cllr Martin placed a motion before Council which was seconded by Cllr Burt that the Council advertise their intentions to restore the area of Beach Green and allow three weeks for objections.
After discussion on the motion a vote was taken which was defeated by 8 votes to 6.
At this point the Chair called for a Residents meeting which was fixed for Thursday 23rd October 2008 at the Parish Hall South Street Lancing at 7pm.
To maintain voting rights of the Lancing residents the latest electoral register will be the definitive document to be used to issue residents with voting slips.
To avoid the confusion surrounding the last Lancing Parish Residents meeting the event will be extensively advertised in the local area and in the local press.
10.2 Review of Comments, Complaints and Complements procedure
At the request of the member of the public who called for an internal review of the ex-Chairman’s responses to some of his questions the Chair deferred this item.
It was agreed that the member of the public would meet with the Clerk and try to resolve this issue.
The Meeting closed at 9.12 p.m.
LANCING PARISH COUNCIL
Minutes of the Meeting of the Full Council held on
Tuesday 2nd September 2008 at 7.30 p m.
Present: Chairman: Councillor Tony Nicklen.
Councillors: Melvyn Blackband, Pat Beresford, Ann Bridges, Simon Bridges, Richard Burt, Brenda Collard, Fred Lewis, Stephen Martin, Morgan Nahid, Lorna Read, Ann Terry & Norman Wright. In attendance; Colin Hunt, Clerk.
Prior to the meeting the Chairman, on behalf of the Council, presented a badge of office to the previous Chair of the Council, Mrs Angie Mills, in recognition of all her work and duties undertaken in her two year term as Chair of the Parish Council.
Ex Parish Councillor Mills accepted the token and thanked the Chairman and Council and said she had enjoyed her term of office.
31. Apologies.
Apologies were received from Cllrs Andy Barnes, Kim Bonnett & Mary Hamblin
32. Declarations of Interest.
There were no declarations of interest received.
33. Minutes of the Previous Meetings.
33.1 Full Council held on 1st. July 2008.
It was RESOLVED that the minutes of this meeting be approved as a true record and that they be signed by the Chairman.
Matters arising
33.1.1 At the meeting it was resolved to discuss the issue of the Parish poll (Item 27.1 1st July 2008 – minutes refer).
The matter was originally resolved at the meeting of the Council on 4th March and under standing order 35(a) cannot be reversed within 6 months ‘except either by a special resolution, the written notice whereof bears the names of at least two thirds of the members of the Council, or by a resolution moved in pursuance of the report or recommendation of a committee’.
However the resolution (Minute No 114, 4th March 2008) was void as the item did not appear in advance on the agenda (Standing Order No. 15). Also the calling of a Parish Poll cannot be made by the Council, this must come from a Parish meeting and Minutes confirm that no such motion was proposed or carried at either of the last two Parish meetings (May 2007 & May 2008).
The Council was therefore at liberty to discuss the issue at the meeting.
33.1.2 At the last Full Council meeting it was resolved to place an item on this meeting’s agenda to select a working party to represent the Council in a project relating to establishing a central community facility and also to discuss whether this working party should report to a Committee or Full Council.
After discussions concerning the size of the identified site, the range of services likely to be provided and potential costs of the project it was RESOLVED that at this stage a working party consisting of Councillors Ann Bridges, Fred Lewis and Steve Martin should investigate the feasibility and options and report any findings to Full Council.
There were no other matters arising.
33.2 Planning Advisory Committee held on 1st July 2008.
It was RESOLVED that the minutes of this meeting be approved as a true record and that they be signed by the Chairman.
There were no matters arising
33.3 Amenities & Environment Committee held on 7th July 2008.
It was RESOLVED that the minutes of this meeting be approved as a true record and that they be signed by the Chairman.
Matters arising
Councillor Ann Bridges reported that she had secured the backing of Gardner and Scardifield who would sponsor the proposed ‘Lancing in Bloom’ initiative next year.
Councillor Ann Bridges also informed Council that she had spoken to officers at Worthing Borough Council, who were taking over the responsibility for the Beach Green toilets and they had agreed that the toilets were in a poor condition and needed improving. Cllr Bridges will learn more about this and the question of beach safety when she attends a meeting on 9th September 2008.
There were no other matters arising
33.4 Planning Advisory Committee held on 9th July 2008.
It was RESOLVED that the minutes of this meeting be approved as a true record and that they be signed by the Chairman.
There were no matters arising
33.5 Finance & General Purposes Committee held on 9th July 2008.
There were two errors to the numbering of the Minutes – item 15.2 should read 25.2 and item 25.2 should read 25.3.
It was RESOLVED that subject to the above amendments that the minutes of this meeting be approved as a true record and that they be signed by the Chairman.
There were no other matters arising
33.6 Planning Advisory Committee held on 13th August 2008.
It was RESOLVED that the minutes of this meeting be approved as a true record and that they be signed by the Chairman.
There were no matters arising
33.7 Finance & General Purposes Committee held on 13th August 2008.
It was RESOLVED that the minutes of this meeting be approved as a true record and that they be signed by the Chairman.
There were no matters arising
34. Chairman's Announcements/Report
The Chairman had nothing to report
35. Public Forum & Questions
35.1 Mrs Matten stated that at the last meeting of the Council there was no mention of relocating the Parish Hall and in this respect the Minutes were wrong.
Mrs Matten also stated that in a past meeting when enquiring about the Council’s vision she was directed to the web site. However the web site did not state any vision only a mission and objectives. The Chairman advised Mrs Matten that the Council had arranged a workshop on the 15th September to develop a vision and this will be presented in due course.
Mrs Matten asked that in view of the forthcoming debate on Beach Green whether the Council would allow the public to participate during that debate. The Chairman acknowledged the request and declared he would put this proposition to Council at the appropriate juncture of the meeting.
35.2 Mr Gordon Brown also echoed the same sentiments as in his opinion open discussion was required and not in-camera which he considered had been done in the past. Mr Brown referred to the supposed lack of full disclosure on information relating to Beach Green.
35.3 Mrs Matten enquired who had proof read the latest Village Voice as there were some minor errors. The Chairman suggested that the publishers would have done so before publication but could not be certain of this.
35.4 Mrs Angie Mills, former Chair of the Council, informed Council that the problems of parking on the beach had started again. Vehicles were gaining access to the area through the un-locked gates adjacent to the exhaust and tyre centre.
Mr Brian Hatton kindly volunteered to open and close the gate if this would help to avert the issue.
Mr Keith Matten suggested that perhaps clamping could be re-introduced and that a sign to that effect could be placed in the area.
Councillor Steve Martin informed the Council that the Amenities and Environment Committee were aware of this situation and would deal with this in due course. The Chairman said that the need to allow access for the building works makes the closure of the gates at this time difficult to achieve but that once the external works to the Building, are completed (31st October) then the security of the roadway would be easier to achieve.
There were no further questions from the public
36. Correspondence/Issues in Respect of the District and/or County Council.
None received.
37. Other Correspondence.
37.1 An invitation, from Colonel C P H Knaggs OBE, the Commander Army Presentation Team, to attend an evening reception on Wednesday 1st October (6:30pm for 7pm) at the Pavilion Theatre Worthing for an update on the recent changes to the Army. This is an invitation only event and a limit of three representatives from the Parish was considered to be appropriate.
The Chairman, together with Cllrs Ann Terry and Steve Martin would attend and represent the Lancing Parish Council.
37.2 A list of email correspondence from a variety of sources received since the last meeting was attached to the agenda for information. Members are given the opportunity to contact the Clerks Office and request any of the documents or attachments on the list which may be of interest to them.
The items on the current list will be kept available until the next Full Council meeting when it will be replaced with a new list of the then current items.
37.3 A letter from West Sussex County Councillor Clive Williams dated 26th August and concerning the Boundstone Youth Wing was circulated at the meeting. West Sussex County Councillor Albury Carson was due to attend the meeting to update Members but was unfortunately in hospital at the time.
37.4 An email, dated 28th August, from Jessica Metherington of the Electoral Commission regarding Councils comments on the future electoral arrangements for WSCC was circulated at the meeting. The email had previously been sent electronically to all those Members with email accounts.
The Chairman circulated a table showing current and proposed standard deviations relating to electoral voters in the Parish Wards.
After debate it was RESOLVED that as it appears that the email from the Electoral Commission had not fully addressed the points made by the Council the Chairman would write to the Electoral Commission and again express the concerns of the Council.
37.5 Letter from WSCC regarding Minerals and Waste Development Framework (MWDF) regarding the next step of the consultation.
37.6 Letter from Southern Water regarding their Draft Business Plan with an open invitation for Members to attend a series of roadshows across the region. The closest being at the Brighton Racecourse on Tuesday 16th September between 6:30 & 9:30 pm.
No other correspondence had been received.
38. Report(s) of the Clerk.
38.1 The Environmental Agency (EA) will be replenishing the beach between Beach Green, and Brooklands in Worthing. This will involve moving 8500 tonnes of shingle into the area. Some lorries will access the beach between 7am and 8 am via the Beach Green car park entrance and across the Green. It is estimates that 4 or 5 lorries will be using the access daily (Mon – Fri) and works are due to commence on Monday 29th September for a period of 4 weeks.
The works are necessary works and the EA will repair any damage caused to the surface of the Green. In addition the EA will repair the barrier at the entrance to the car park and spread some shingle over the area adjacent to the new Murphy’s Bar building. The EA sought Council permission to cross LPC land.
It was RESOLVED that the Environmental Agency is granted permission as requested.
38.2 Vision and Objectives of the Council
Members were reminded of the facilitation workshop to review the Council objectives which will be held at 6:30 on Monday 15th September in the Council Chamber. This date was favoured by most Members.
38.3 Electronic correspondence
Councillors were informed that following this meeting all Council correspondence relating to meetings will be sent by email. The same documents will be sent in hard copy format by post at the same time to those Councillors who requested to receive hard copies in preference to electronic format.
38.4 New timetable of Council meetings.
The proposal is to hold all Council and Committee meetings on Wednesdays which would simplify the existing Municipal diary. Planning Advisory and Full Council would meet on the first Wednesday of each month, Amenities and Environment on the second Wednesday and the second Planning Advisory and the Finance and General Purposes Committee on the third Wednesday.
The Planning Advisory and Finance and General Purposes Committee had accepted the proposal and the matter was due to be discussed at the forthcoming Amenities and Environment Committee’s on 8th September.
After discussion it was RESOLVED that the meetings for September remain unchanged and that this issue is brought back to the next Full Council and once A&E Committee had a chance to consider the proposal.
38.5 Display cabinet.
The Council has been approached by a model shop proprietor in Worthing who has expressed an interest in the display cabinet in the Council Chamber.
As the cabinet had never been used and was considered surplus to requirements it was RESOLVED that the cabinet be given foc to the model shop but that the shop make a donation to a local charity.
38.6 Employers contributions toward the WSCC Superannuation scheme.
Under the current WSCC superannuation regulations the Council are required to confirm their financial contribution commitment to the pension fund in respect of the new Clerk’s appointment which is an is entitlement under the Clerk’s conditions of employment.
It was RESOLVED that the Council undertake the financial contribution towards the pension fund in respect of the Clerk’s post.
39. Report(s) of Representatives on Outside Bodies.
39.1 Cllr Anne Bridges informed Council of the Citizen’s Advice Bureau’s (CAB) AGM she attended on 25th July 2008. She reported concerns over the possible changes to the current funding stream for the CAB which could effect the viability of CAB from 2010 onwards.
The CAB is well used and respected in Lancing and Council agreed that it was important to retain the local branch in Lancing especially in light of the current economic climate which is likely to cause difficulties for residents.
More information will be known in due course
39.2 Cllr Ann Terry informed Council that at the recent Airport Consultative Committee meeting there were pressures from the new development company to develop the site but there is resistance from ADC and heritage bodies to retain the airport facility.
More information will be known in due course
39.3 Cllr Tony Nicklen informed Council of the World of Widewater AGM and the photographic competition initiative which was a great success over the last Bank Holiday.
40. Any Other Urgent Business (Agreed with the Chairman in advance).
40.1 Beach Green.
In advance of this item and in response to the call to allow the public to participate in the debate (Minute 35.1), the Chairman, with the agreement of the Council, permitted questions in accordance with Standing Order 72. However, in order to avoid the meeting over running, questions were limited to one per person and for no longer than three minutes.
The Chairman advised Council of a caveat relating to the land and which could have a significant bearing on the options available to the Council. The Chair called for a working party to be established to oversee this recent development.
There was much debate and the general feeling from the public was that this issue had been drawn out and there were accusations that the Council had not fully disclosed all the evidence and was withholding information. This matter was strongly refuted by Council as all relevant documents had been made available. It was pointed out that evidence was still being gathered and the Chairman referred to the Environmental Assessment undertaken on behalf of the Council by ADC which was received as recently as June 2008. This document was made available when attached to the Full Council meeting in July.
Councillor Pat Beresford left the meeting at this stage.
A member of the public questioned the need for a Poll and stated that in the recent Parish meeting in May 2008, the general public had made their preferred option clear. A vote being taken at that meeting not to remove the blocks received a near 100% vote in favour with only one vote cast against the motion.
The Chairman pointed out that the annual Parish meeting was convened to discus general matters and for the Council to consider any issues arising. The Parish meeting was not advertised as a Beach Green meeting and had it been so it may have attracted more residents which could have altered the outcome of the vote.
Councillors Richard Burt and Steve Martin left the meeting at this stage.
The Chairman suggested that perhaps a Parish meeting specifically to discuss the Beach Green issue would be in the best interest of the Parish. The results of which could then be considered by Council.
A member of the public posed the question that if no more than 50 interested residents turned up at any future Parish meeting would the Council consider any vote taken at that meeting to be a representative sample of public opinion. The Chairman confirmed this to be the case.
A member of the public referred to the confusion relating to the advertised dates of the last Parish meeting which hadn’t helped matters. The Council undertook to ensure that if any future public meeting was held then this would be well advertised and without any unfair bias towards the available options.
However, Council considered that to call a Parish meeting at this stage was premature as the question of the caveat had yet to be determined.
It was RESOLVED that:-
(a) the Clerk be instructed to research the caveat and seek independent legal advice and report back to the next Full Council;
(b) a working party consisting of the Chairman and Councillors Ann Bridges and Simon Bridges be established to research any other issues which may have a bearing on the Beach Green issue and
(c) at the next Full Council meeting, and once all new information is available, an item be placed on the agenda to consider the necessity of a Parish meeting to allow residents specifically to discuss the Beach Green issue.
The Meeting closed at 9.45 p.m.
LANCING PARISH COUNCIL
Minutes of the Meeting of the Full Council held on
Tuesday 1st July 2008 at 7.30 p m.
Present: Chairman: Councillor Tony Nicklen.
Councillors: Melvyn Blackband, Ann Bridges, Simon Bridges, Richard Burt, Brenda Collard, Mary. Hamblin, Fred Lewis, Stephen Martin, Morgan Nahid, Lorna Read, Ann Terry & Norman Wright.
In attendance; Colin Hunt, Clerk.
21. Apologies.
Apologies were received from Cllrs Andy Barnes, Pat Beresford & Kim Bonnett
22. Declarations of Interest
There were no declarations of interest received
23. Minutes of the Previous Meetings
23.1 Full Council held on 3rd June 2008
Item 15.1 should read ‘Joyce Odom of 26 Kings Court’ and not ‘Joyce Oakley of Brighton Road’ as stated.
Items 15.5, 15.5 & 15.8 should read ‘Matten’ and not ‘Hutton’ as stated
It was RESOLVED that subject to the above amendments the minutes of this Full Council be approved as a true record and that they be signed by the Chairman.
Matters arising.
There were no further matters arising
23.2 Planning and Advisory Committee Meeting held on 3rd June 2008
Item 14.3 should read Item 14.2 & Item 14.4 should read Item 14.3
It was RESOLVED that subject to the above amendments the minutes of this Planning Advisory Committee be approved as a true record and that they be signed by the Chairman
Matters arising.
There were no further matters arising
23.3 Amenities and Environment Committee held on 9th June 2008.
Item 14 should read ‘12th May 2008’ and not ‘12 June 2008’ as stated
It was RESOLVED that subject to the above amendment that the minutes of this Amenities and Environment Committee Meeting be approved as a true record and that they be signed by the Chairman.
Matters arising
There were no other matters arising
23.4 Planning Advisory Committee held on 11th June 2008.
It was RESOLVED that the minutes of this Planning Advisory Committee Meeting be approved as a true record and that they be signed by the Chairman.
Matters arising.
There were no other matters arising
23.5 Finance & General Purposes Committee held on 11th June 2008
It was RESOLVED that the minutes of this Finance and General Purposes Committee Meeting be approved as a true record and that they be signed by the Chairman
Matters Arising.
There were no matters arising
24. Chairman's Announcements/Report
24.1 The Chairman invited representatives from ELECTRIC STORM, a group concerned with exploring future opportunities at the Freshbrook First School site, to give a verbal presentation. Mrs Peskett spoke of the potential opportunities of the site to amalgamate services to provide a community complex incorporating a number of partners and service delivery agencies such as medical services, youth facilities, library services etc.
Although this was early days the principal of ‘trading’ smaller development sites around Lancing and Sompting with WSCC for the Freshbrook site had been tentatively accepted by WSCC and deemed worthy of further exploration. A consultant had been appointed to conduct a feasibility study and the group were actively trying to gain support from other potential partners
Members raised a number of concerns regarding centralising medical services and the impact that this might have on the elderly and other disadvantaged groups within the community as transport was a real issue.
Mrs Peskett explained that there were plans to conduct a more intense consultation within the Lancing and Sompting community and which could start as early as September this year and it was hoped that a number of issues such as transport would be explored further.
The Council recognised the potential of the site and opportunities to provide improved local facilities. After discussion it was RESOLVED that the Council would form an internal working party to input into this project and feed back to Council. Members were keen to participate and the working party was oversubscribed.
It was therefore further RESOLVED to place an item on the next Full Council agenda to select the working party and discuss whether this was a matter for referral to a Committee or Full Council.
24.2 Two members of the Youth Forum, Josh Rawles and Callum Buxton were present together with Adam Tucknott from the Lancing Youth Centre to inform the Council of the plight of the youth wing at Boundstone Community College. The youth wing had been in existence since 1971 and was extremely well used by youngsters who were given complete ownership of the site.
Details have been released which suggest that this facility will close when Boundstone Community College gain Academy status in Spring 2010 as all funding has been allocated in favour of academia activities. Alternative venues were discussed but it was felt that the independence of the youth wing could not be replicated at any other site.
After hearing the representations from the young people the Council was unanimous in pledging its support for keeping the youth wing open at the Boundstone site.
It was RESOLVED that the Chairman would write to the Community College on behalf of the Council and ask them to reconsider their funding in order to retain the youth wing
Council also RESOLVED to offer space in a forthcoming edition of the Village Voice for an article to be written by the young people on the subject matter.
In addition it was RESOLVED that a statement be publicized in support of the retention of the youth Wing follows:
‘The Lancing Parish Council is resolved that the facilities of the Boundstone Youth Wing are essential for the successful conversion of Boundstone Community College into its new Academy status. The loss of its youth wing will be intolerable to residents of the village’
The resolution was proposed by Cllr Ann Bridges and seconded by Cllr Ann Terry. All other Members were in favour of the motion.
25. Public Forum & Questions
25.1 Mr Eden of 17 The Tynings referred to an email that was sent to the Clerks Office on 20th May and opened on the 27th May concerning Superannuation payments made by the Council. He accused the Council of misappropriation of public funds and stated that he would be taking this matter further.
25.2 Mrs Keeper of 15 The Tynings complained about the poor lighting where she lived due to the overgrown trees masking the street lights. The Chairman advised Mrs Keeper that the Clerk would take up this issue on her behalf.
25.3 Mr Bonnington enquired as to how many times the WCSS cut the verges. Mr Bonnington was informed that to the Council’s best knowledge verges were cut about eleven times a year. Mr Bonnington then informed the Council that in his opinion certain roads have been missed especially around Fircroft and Manor Road and asked if the Council could put some pressure on the WSCC to cut the verges in these areas.
25.4 Mrs Matten thanked Cllr Bridges for replying to questions raised at a previous meeting. Mrs Matten also enquired if there was a three to five year vision for the Council. The Chairman advised Mrs Matten that the current vision was due to be re-visited but in the interim the current vision is still applicable and details can be found on the Council’s internet site
There were no further questions from the public
26. Correspondence/Issues in Respect of the District and/or County Council.
None received.
26.1 Letter from WSCC regarding Minerals and Waste Development Framework (MWDF) Forum inviting a representative to attend the forum on Wednesday 9th July 2008 from 7pm to 9pm at the Steyning Centre, Fletchers Croft, Steyning.
Cllr Collard volunteered and will represent the Parish Council
26.2 Letter and follow up email from WSCC regarding Street Lighting Operation times Consultation which took place in 2005
At the time the Council stated that they wished to change
from part night lit
residential roads (as is the case now) to all night lighting. This
applies only to West Sussex County Council owned street lights and not
Parish owned street lights.
WSCC sought confirmation that the Council still wishes to change from part night lighting in residential roads to all night lighting.
Cllr Reed stated that not all roads have street lights and it was explained that WSCC are only responsible for providing lighting to adopted roads in the Parish. In most cases where there are un-adopted roads it is up to the residents to provide their own private lighting.
It was RESOLVED that the Council confirms their original request to WSCC for the provision of all night lighting.
No other correspondence had been received or other issues arisen.
27. Other Correspondence.
27.1 A letter from ADC date 9th June 2008 and entitled ‘Environmental query for Lancing Beach Green, Brighton Road Lancing’. This is a summary of relevant information retrieved from held property folders for Lancing relating to the assessment of risk and was attached to the agenda for this meeting.
Cllr Simon Bridges had undertook some extensive research of records relating to Beach Green which indicated that the area had been used for controlled tipping until it was eventually closed on 29th June 1949. The environmental assessment now classed the area as medium risk.
Cllr Martin produced an independent survey undertaken on behalf of Penfolds which indicated that the sites surveyed were not considered dangerous and that there was no mention of any asbestos, which had been a raised at a previous discussion on the topic.
The Chairman suggested keeping the research ongoing and referred to a decision made previously by the Council on the subject of a referendum which had set a precedent. After further discussion it was suggested that this issue should ideally be put to rest if possible which would allow the Council to move on with other important aspects of Parish business.
It was RESOLVED that an item be placed on the next agenda of the meeting of the Full Council where this matter would hopefully be determined.
27.2 A list of email correspondence from a variety of sources was attached to the agenda for information. Members were given the opportunity to contact the Clerks Office and request any of the documents or attachments on the list.
The items on the current list will be kept available until the next Full Council meeting when it will be replaced with a new list of the then current items.
27.3 A copy of a letter, sent by the local PCSO for Widewaterto to Mr Derek Neate a local resident, inviting Mr Derek Neate, to form a Resident’s Panel which would meet every two months to discus local community safety issues. Mr Neate, through the Clerks Office, enquired if local Councillors for the Widewater Ward might be interested in attending.
Clrs Ann Bridges and Fred Lewis expressed their interest and their names and contact details would be forwarded to Mr Derek Need for inclusion in the Panel. Cllrs Tony Nicklen and Mary Hamlin, the other Widewater Ward Members would also be involved through their association with the World of Widewater.
27.4 An email was received from WSCC regarding parking restriction lines outside the Council Offices car park fronting onto Chester Avenue. Vehicles parked on the road adjacent to the entrance to the car park restrict the visibility of drivers exiting the car park which is dangerous.
The introduction of yellow lines was discussed but these would require a change to the road traffic orders and would take a very long time to introduce. White line markings either side of the entrance were seen as an alternative and which could be introduced within weeks of request. It was acknowledged that although white lines would not be as enforceable as yellow lines it would nevertheless provide some form of parking regulation.
It was RESOLVED that in the immediate interest of safety, white lines would be requested which could be introduced quickly to improve the situation. The WSCC will be notified of this decision.
No other correspondence had been received.
28. Report(s) of the Clerk.
28.1 25 year lease at Crowshaw Recreation Ground
A 25 year lease is to be drawn up between the Council and Lancing United FC for the new changing room building to replace the existing metal port-a-cabin type facility on Crowshaw Recreation Ground.
The ADC’s legal Department was asked to inspect the proposed wording and comment on the draft lease. That reply indicated that it is a more complicated matter than originally anticipated as the lease will be governed by the Landlord and Tenant Act 1954.
ADC also indicated that the title to the land will need to be produced and the lease will need stamping and registering at the Land Registry. This then brings up the issue of the club possibly appointing a solicitor to approve a draft lease and deal with post completion formalities.
Unfortunately ADC have a current resource problem and are unable to help in this matter but have recommended an external firm, DMH Stallard who will be able to assist the Council.
There will however be a cost involved in the region of £1500 to the Council.
After discussion it was REOLVED that DMH Stallard be appointed to act on behalf of the Council in this matter and that 50% of the final costs be charged to Lancing United FC.
28.2 Vision and Objectives of the Council
Following the successful training course by SALC on 16th June, Councilors expressed a keen interest for facilitation on reviewing the vision and objectives of the Council.
The Council agreed to the facilitation workshop but that the original date of the 16th July was unsuitable. Alternative dates will be offered to Members and the chosen date (either September 15th or 18th) determined by when most Councilors are able to attend. The Clerk will circulate a form for this purpose.
28.3 Electronic correspondence
At the Full Council Meeting of the 6th June a choice of how Councillors wish to receive agendas and minutes was discussed. A form was attached to the agenda for this meeting which asked Members to indicate their preferences.
Commencing in September, all notices, agendas and minutes relating to Council meetings will be dispatched electronically to all Members at the same time. Paper copies will also be dispatched at the same time to those Members who indicated that preference.
28.4 Annual Return
At the meeting of the Finance and General Purposes Committee on 11th June 2009 (Item 19.1 of the minutes refer) the Clerk presented the Annual Return and Governance Statement for the year ending 31st March 2008, which was required to be submitted to the Audit Commission no later than 31st July 2008 to avoid penalties. The form, duly completed and certified by the Internal Auditor, was approved and agreed by the Finance and General Purposes Committee.
It was RESOLVED that the Council agree that it was a true record of income and expenditure for the financial year 2007/8 and that this now be submitted to the Audit Commission in due course.
28.5 Standing Orders
It is good practice to review the Standing Orders annually. There have been a number of issues which had arisen that should have been determined with reference to the Standing Orders. This was not been the case and it was probably long overdue that an overhaul of the Orders should take place.
To assist and speed the process Council RESOLVED to form a working party of three Members who would work with the Clerk and prepare a document which would be presented to Council for discussion.
It was further RESOLVED to use the NALC Standing Orders and Chairmanship, published in July 2003 as the template for the new Orders wherever possible which will be tailored to Council needs.
29. Report(s) of Representatives on Outside Bodies.
29.1 The Chairman reported of a County Local Committee (CLC).meeting he attended which was organized by WSCC. At that meeting it was suggested that responsibilities and funding for certain works, currently undertaken by WSCC, could be transferred to capable local authorities.
Although discussions on this topic are very much at the infancy stage and that much more information was needed before the Council can commit to a decision, the principal is now established and which is working in other Town and Parish Councils in other areas of the county.
Although the Council was cautious, it welcomed the news and would be glad to receive details of proposals in due course.
29.2 Cllr Ann Terry informed Members that the secretary of the Airport Consultative Committee has made contact with her and she hoped to be attending a meeting soon and will report back in due course.
29.3 Cllr Ann Bridges informed Members of recent CAB meeting she attended. The CAB is currently bidding for funds in order to reinstate an Outreach worker. She informed Members of the forthcoming CAB AGM to be held at the Parish hall on 25th July at 1pm where there will be a speaker from the McMillan foundation.
29.4 Cllr Ann Bridges informed Members of a meeting she attended the previous night at ADC where the proposed dog prohibition orders were discussed. It was noted that there were certain exclusions relating to Lancing Parish land which will need to be addressed at the appropriate time.
No other reports had been received.
30. Any Other Urgent Business (Agreed with the Chairman in advance).
There was no any further urgent business received by the Chairman.
The Meeting closed at 9.53 p.m.
Minutes of the Meeting of the Full Council held on
Tuesday 1st July 2008 at 7.30 p m.
Present: Chairman: Councillor Tony Nicklen.
Councillors: Melvyn Blackband, Ann Bridges, Simon Bridges, Richard Burt, Brenda Collard, Mary. Hamblin, Fred Lewis, Stephen Martin, Morgan Nahid, Lorna Read, Ann Terry & Norman Wright.
In attendance; Colin Hunt, Clerk.
21. Apologies.
Apologies were received from Cllrs Andy Barnes, Pat Beresford & Kim Bonnett &nb