HEATHFIELD AND WALDRON PARISH COUNCIL TUESDAY 14 JULY 2015 AT 7.30PM AT HEATHFIELD COMMUNITY CENTRE

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1 HEATHFIELD AND WALDRON PARISH COUNCIL TUESDAY 14 JULY 2015 AT 7.30PM AT HEATHFIELD COMMUNITY CENTRE PRESENT: Mrs Clark, Mrs Fraser, Mrs Holmwood, Mr Hough, Mrs Kentish-Barnes, Ms Kift, Mr Ridley, Mr Rivers, Mr Robinson, Mr South, Mr Taylor, Mr Thomas, Mr Wood and Mr Woolley (Vice-Chairman, in the Chair). The Clerk was in attendance. Also present: County Councillor Simmons, District Councillor Bowdler 1 member of the public 15/89 PUBLIC QUESTION TIME No questions were asked. 15/90 REPORTS FROM POLICE, DISTRICT AND COUNTY COUNCILLORS Cllr Simmons reported on the 20 th anniversary of the Heathfield Partnership. He went on to talk about the further savings having to be made by ESCC, which would have an effect on services. He also reported on employment initiatives to raise skill levels and the liaison between businesses and colleges and universities to set the necessary curriculum. With regard to the Post Office closure in Heathfield, Cllr Simmons mentioned the public meeting being organised by the Parish Council. Work was continuing with WDC to provide a temporary facility in the Mill Road Car Park. In response to Members questions, he reported on the combined Social Services and NHS service and it was hoped that this would achieve more effective use of budgets and ensure the services worked closely together. Cllr Bowdler reported on a new initiative to encourage dog walkers to report suspicious activity in their area and posters were being made available by Wealden District Council. He reported on a problem with Japanese Knotweed at Grange Court and it was suggested that advice arising from the new legislation should be posted on Heathfield About and Heathfield.net. Cllr Thomas reported on an interesting AGM of the Local Government Association Special Interest Group in Blackpool. It was noted that WDC had lost an appeal regarding the 7km zone around Ashdown Forest. 15/91 APOLOGIES FOR ABSENCE Apologies for absence had been received from Mr Coffey, Mr Hart, Mr Hatcher, Mrs Leach, Mr Stevens and Mr Waterhouse. 15/92 DISCLOSURES OF INTERESTS IN MATTERS ON THE AGENDA There were none. 848

2 15/93 MINUTES RESOLVED: that the Minutes of the minutes of the Meeting held on Tuesday 19 May 2015 and the Extra-Ordinary Meeting on 4 June 2015 having been previously circulated, be approved and signed by the Chairman as a correct record. 15/94 MATTERS ARISING Mr South asked what had happened to the FOI request relating to the Community Centre and the Clerk advised that she had requested clarification on some of the documents requested. 15/95 CHAIRMAN S REPORT The Vice-Chairman reported on the following on behalf of the Chairman: Attendance at WDC s AGM at their invitation, a site visit at Cross-in-Hand with the MP to discuss local highway issues and the AGM of WDALC. Members were reminded about the Wealden Conference taking place on 23 rd September. There was a cost of 30 per delegate but it was an interesting day and new members were encouraged to attend. The Vice-Chairman also reported that Parish Council representation had been invited at the Unity Community AGM (the Chairman would attend), a Streets Ahead meeting on 30 th July and a Summer Activity Day organised by Wealden on 5 th August. 15/96 CLERKS REPORT The Clerk reported on a successful Volunteer Consultation meeting held on 3 rd July. It was emphasised at the meeting that the Volunteer Centre and Community Hub would be separate entities but they would work closely together. The Consultant would be delivering his final report on the Hub to the Council in September. At a meeting of Wealden Clerks in June, the nature and content of consultation documents received from WDC was discussed. They were generally considered to be too technical, and the frequent use of acronyms made them difficult to read, with too-short timescales for responses. It was agreed that Clerks should ask their Councils for support in sending a letter to Wealden asking them to address these concerns. It was RESOLVED that the Council should support this. 15/97 COUNCILLOR VACANCY FOLLOWING RESIGNATION OF MR BAKER The Clerk reported that the deadline for the calling of an election to fill the vacancy was 17 th July. 849

3 15/98 COUNCILLORS QUESTIONS Mr Hough asked about the implications of proposed ESCC savings on pothole repairs. It was noted that there was currently huge expenditure relating to repairs and this would have to be considered carefully when budgets were allocated. Mr South referred to the ESCC report on the Isenhurst junction and the impact on Back Lane at Cross-in-Hand. It was noted that these issues would be discussed at the forthcoming meeting. Mr South queried why the Assistant Clerk s vacancy was only being advertised on the Parish Council s website. The Chairman said that this had been decided by the Staffing Sub-Committee who would monitor the responses. Mr South reported that Brady Ells had designed a Heathfield flag. It was agreed that Mr Ells be invited to the next Council meeting to show it to Members. It was suggested that if the idea of a Heathfield flag was accepted, other designs should be invited. 15/99 APPOINTMENT OF REPRESENTATIVES ON OUTSIDE BODIES Nominations were invited to fill vacancies and it was RESOLVED that the following appointments be made: Heathfield and Waldron Millennium Green Mr Robinson Cross-in-Hand Village Hall Mrs Kentish-Barnes WDALC Executive Committee Mr Coffey 15/100 REPORTS FROM REPRESENTATIVES ON OUTSIDE BODIES Mrs Holmwood reported that a LATs meeting would take place next week. Ms Kift reported that the Rugby Club had organised an event for young people and the Fun Day would take place on 1 August at the Hardy Roberts Playing Fields. Mrs Clark reported that a successful car fair event had taken place at Punnetts Town. 15/101 TO RECEIVE AND APPROVE REPORTS OF COMMITTEES 15/101a Finance and General Purposes Committee Minutes of the meeting held on 9 June 2015 (unadopted) had been circulated. Mr Ridley reported thereon. It was noted that the grant application in respect of St Richard s Church would be re-submitted. 15/101b Highways, Planning and Street Lighting Committee The Minutes of the meetings held on 26 May, 8, 22 June and 6 July 2015 (unadopted) had been circulated to members. 850

4 15/101c Burial Grounds and Amenities Committee Minutes of the meeting held on 27 May 2015 (unadopted) had been previously circulated. Mrs Clark gave a brief report. 15/101d Leisure, Environment and Recreation Committee Minutes of the meeting held on 27 May 2015 (unadopted) had been previously circulated. Mr Woolley gave a brief report. Mr South said he thought the Committee had supported the erection of a barrier at the entrance to the Community Centre. Mr Woolley clarified that this was not the case as the NHS did not support it. The Committee had agreed to support investigation into other measures to address the anti-social behaviour problem. The possible upgrading of the CCTV system had been suggested and details of the costings were awaited. 15/101e Community and Business Development Committee Minutes of the meeting held on 8 July 2015 (unadopted) were circulated to Members. Mr Ridley reported thereon. Members noted that a chart giving details of Nursery School provision had been posted on the website following research which Mr Woolley had undertaken into future provision following the closure of Huffle Nursery. RESOLVED that the Minutes of the meetings reported above be approved and adopted by the Parish Council. 15/102 LIST OF PAYMENTS FROM 1 MAY TO 30 JUNE 2015 The list of payments for this period, totalling 30, VAT were duly noted and approved by the Council. The Assistant Clerk was congratulated for the new format which was easier to understand. 15/103 LIST OF SALARIES FOR THE PERIOD 1 APRIL TO 30 JUNE 2015 The list of payments for salaries totalling 17, were duly noted and approved by the Council. 15/104 BANK RECONCILIATION AS AT 31 MAY 2015 The Bank Reconciliations were not available at the meeting and it was reported that there was a problem with closing the end of year accounts on SAGE and until this was done, monthly reconciliations could not be produced. The SAGE consultant who had previously given advice had now left the company and a new adviser was being sought. The Chairman of FGP was aware of the situation and had been liaising with the Assistant Clerk in respect of the accounts. It was clarified that no alterations to the manual records for the financial year end which had been approved and audited by the internal auditor would need to be made. The current difficulties solely related to the SAGE accounting records. 851

5 It was agreed that this lack of documentation was unsatisfactory and every effort would be made to ensure the bank reconciliations were produced and circulated to Members as a matter of urgency. 15/105 PRODUCTION OF MINUTES Mr South suggested that there should be a set timeframe for the production of Minutes. He reported that the FGP minutes had not been posted on the website until 3 weeks and 2 days after the meeting. The Clerk explained that the Regulations suggested that minutes should be produced in real time (i.e. published as unadopted prior to the next meeting) but in any event they should be produced no later than one month after the date of the meeting. It was noted that HPS minutes were produced within a week to enable recommendations on planning applications to be made within the deadline. Mrs Kentish-Barnes congratulated the Clerk and said minutes were produced in a timely and professional manner. It was RESOLVED that minutes should be produced no later than one month after the date of the meeting and that no amendments were necessary to Standing Orders. 15/106 CRIME & DISORDER ACT 1998 SECTION 17 There were considered to be no effects arising from matters discussed at the meeting. 15/107 RISK MANAGEMENT EFFECTS (IF ANY) ARISING FROM ITEMS ON THE AGENDA There were considered to be no risk management implications arising from matters discussed at the meeting. 15/108 TO CONSIDER MOTIONS There were none. 15/109 DATE AND TIME OF NEXT MEETING The next Full Council would take place on Tuesday 8 September 2015 at 7.30 p.m. in the Ian Price Room, Heathfield Community Centre, Sheepsetting Lane, Heathfield, East Sussex. The meeting closed at 9.14 p.m. Signed Chairman Dated 852