To: all Members of Ewhurst Parish Council
You are hereby summoned to attend the Annual Meeting of Ewhurst Parish Council to be held at St Marks Church Room, Northiam Road, Staplecross on Thursday 10 May 2018 at 7.30pm, when it is proposed to transact the business set out below
AGENDA
Members of the public are welcome to attend for the full length of the Council meeting. Those who wish to leave after contributing during Public Question Time may do so at any time.
PART A - ROUTINE BUSINESS
18.01Election of Chairman
To appoint a Chairman for 2018-19 - and receive his/her acceptance of office.
18.02Election of Vice Chairman
To consider appointing a Vice Chairman for 2018-19 - and receive his/her acceptance of office.
18.03Apologies for Absence
To receive and accept any apologies for absence.
18.04Disclosures of Interest
To receive any declarations of interest required under the Council’s Code of Conduct – and to consider any written applications made by Members to the Clerk for a dispensation to allow them to participate in, and vote on an agenda item for which they have a Disclosable Pecuniary Interest.
18.05Adjournment
The Chairman to adjourn the meeting for up to 45 minutes for:
(a) District Council Report
To receive a report from Cllr Tony Ganly
(b) County Council Report
To receive a report from Cllr Angharad Davies
(c) Public Question Time
To receive/consider any concerns or questions raised by members of the public.
The Chairman to reconvene the meeting.
18.06Accuracy of the Minutes of the Meeting held on 8 March 2018
To approve the Minutes as a correct record.
18.07Matters Arising from the meeting held on 8 March 2018
To note any matters arising which are not to be dealt with under the main agenda (See AppendixI) for information
18.08 Planning Applications (See Appendix II)for information
a)To determine any comments to be made to the Planning Authority on the applications listed
b)To note any comments made to the Planning Authority under delegated authority
18.09Finance Report
To approve the Finance Report and approve the payments listed. (see Appendix III).Clerk
18.10Appointment of Council representatives
To appoint representatives to the following (current in italics):Rother Association of Local Councils (2) (Clerk; vacant);AGM of the EastSussex Association of Local Councils Ltd (2) (Chairman; vacant); Ewhurst & Staplecross Village Hall Committee (1) (Cllr Reed) Clerk
18.11Working Groups
To consider whether to continue with the existing working groups (see below) and, if so, to confirm/review their remit - and agree their membership(current in italics).
LAP Refresh Steering Group (Cllrs Hyett, Reed & Young; Clerk; Larry Hyett) – to oversee the consultation and updating of the current Plan (provisionally when Stockwood Meadow has been occupied).
Play/Outdoor Equipment (Cllrs Hyett, Reed & Whitaker) – to progress the provision of new play/outdoor equipment.
18.12Discussion/Liaison/Other
To consider whether to continue with the following (see below) and, if so, to confirm/review their remit - and agree their membership/representation(current in italics).
Future of the Village Hall Liaison Group (Cllrs Hyett, Reed, Young) – to discuss the future of the Village Hall informally with the Village Hall Committee.
Off-Road Horse Riding(Cllr Fifield) – to liaise with Patricia Brigden (BHS rep) regarding
18.13Priority Setting 2018-19
To consider incorporating this within the EPC meeting scheduled for 14 June 2018.Clerk
18.14AbsenceSummary
To receive the Staff Absence Summary 2017-18.Clerk
18.15Outside Bodies and Eventsfor information
To receive reports on meetings/events attended on behalf of the Council.
PART B - SPECIAL BUSINESS
18.16Village Hall Support
To consider gifting Ewhurst and Staplecross Village Hall one year’s membership of the Action in Rural Sussex Village Hall and Community Building’s Advisory Service (cost: £120 + VAT).
Chairmam 18.17 Christmas in Staplecross
To consider taking over the provision of a Christmas tree on the land fronting the Village Hall.
Cllr Reed
18.18Staplecross Bowls Green
To note that the land is unregistered and to consider asking the Clerk to seek prices for the required ‘first registration’ conveyancing – including, if possible, the registration of the new lease with the Bowls Club (on its behalf). Clerk
18.19Lay-by south of Bodiam Bridge
To consider a request from a parishioner for a dog waste bin and litter bin to be provided in the vicinity. Clerk
18.20Parking for users of the Herdman Playing Field
To consider the Council’s position in relation to the possible provision of parking on the verge opposite the field. Cllr Stephenson
18.21Proposed footpath – Hobby Hobbs
To consider Karen Young’s email of 12 April 2018.Clerk
18.22Cripps Corner Traffic Calming
To consider Christopher Tree’s email to a parishioner of 9 April 2018.Clerk
18.23General Data Protection Regulations (GDPR)
To:a) Receive and consider the Clerk’s Briefing;
b) To consider the Action Plan.
Papers distributed with this agenda18.05b) County Councillor’s Report 18.06/07 Draft Minutes 18.09 Budget monitor; bank rec; earmarked reserves; cash flow statement; Expense Claim;Time Sheet 18.14 Absence summary18.16 Subscription information 18.21 K Young email, 12.4.18 18.22 C Tree email, 9.4.18 18.23a)Briefing; Action Plan; Privacy Notices (4); Consent Forms (2); Data Security Breach form; Document Retention & Disposal policy – and Appendix; Information & Data Protection policy; Removable Media policy; Social Media policy; Subject Access Request form
Richard Farhall Ewhurst Parish Clerk4 May 2018
2 Banks Cottages, Mountfield TN32 5JZ
01580 389433/07775 333096
APPENDIX I
Item 18.07
Matters Arising from previous meeting (8 March 2018)
not included on the main agenda
Page 1
17.29 K6 Telephone Kiosk (‘Telephone’ panels replacement and repainting) Completed.
17.81c) Finance – Ewhurst Parish Hardship Fund (Drafting an application form) Outstanding.
Page 2
17.102 Knowle Corner Wood Allotments: Tree Work (Resolved 1 - Obtaining estimates) Two estimates have been received. These are being updated following the discovery of another tree needing to be felled.
Cripps Corner Road lay-by (ascertaining whether it meets the requirements for a possible bus pull-in) Outstanding.
Page 5
17.123 Bowls Club, Resolved 1 (Executing the new lease) Completed.
17.123 Bowls Club, Resolved 2 (Insurance side letter) Outstanding.
17.24 Urban Grass Cutting (advising ESCC that EPC wishes to pay c£30pa to continue with 6 annual cuts) Actioned.
17.125 Hobby Hobbs Footpath (putting queries to Ms Young) Actioned – see agenda item 18.21.
APPENDIX II
Item 18.08Planning Applications
a)For consideration
RR/2018/952/PThe Green House, land adj to Hazelhurst, Cripps Corner TN32 5QS
Demolition of existing garden outbuilding and replacement with a single story zero carbon eco house with associated landscaping.
Applicant: Ms Anna Hemsley-Hrabowechyi, 441 The Ridge, Hastings
b)Delegated authority
RR/2018/366/LChirria Cottage, Northiam Road, Staplecross TN32 5QH
Oak (T1) – crown lift tree to west to include the complete removal of lowest branch.
Applicant: Foxhills Tree Services Ltd, Twitten Cottage, High Street, Ninfield
SUPPORT APPROVAL
APPENDIX III
Item 18.09Finance Report
Receipts (Feb-March 2018)
Hodge Bank – interest£26.51
Hodge Bank – interest£23.94
£50.45
Payments (Feb-March 2018)
R Farhall - pay Jan 2018£647.35
HMRC – PAYE Jan 2018£221.17
R Farhall expenses – Jan 2018£233.33
East Sussex Pension Fund – Jan 2018£226.76
Ewhurst PCC – grant £1,500.00
R Farhall - pay Feb 2018£650.90
HMRC – PAYE Feb 2018£223.77
R Farhall expenses – Feb 2018£278.63
East Sussex Pension Fund – Feb 2018£226.76
W Hooper – Member’s allowance 2017-18£158.00
J Hyett – Member’s allowance 2017-18£158.00
A Reed – Member’s allowance 2017-18£158.00
M Whitaker – Member’s allowance 2017-18£158.00
D Young – Member’s & Chairman’s allowance 2017-18£464.00
C Forman – White Dog verge and hedge clearance£840.00
J Neame – copying Annual Report £50.00
£6,194.67
Bank Reconciliation (Unity Trust Bank - as at 31 March 2018)
Provided.
Budget Monitor (as at 31 March 2018)
Provided.
Earmarked Reserves Statement (as at 31 March 2018)
Provided.
Cash Flow Statement (as at 31 March 2018)
Provided.
Balances (reconciled - as at 31 March 2018)
Unity Trust bank £37,752.21
Co-op current account £2,646.38
Julian Hodge Bank Fixed Rate bond £31,209.73
£71,608.20
New Payments/Transfers
Members are asked to approve/ratify the payments following:
R Farhall - pay April 2018£659.47
HMRC – PAYE April 2018£222.12
R Farhall expenses – April 2018 £74.55
East Sussex Pension Fund – April 2018£234.85
ESALC Limited – NALC and ESALC subs 2018-19£365.32
Staplecross & Ewhurst Green WI – APA catering£150.00
Rye Town Council – kiosk painting (incl VAT £40.00) £240.00
Ewhurst & Staplecross Village Hall – APA£18.00
Action in Rural Sussex – subscription 2018-19£50.00
All blinds – Bowls Club bank support (incl VAT £59.70) £358.20
Rye Town Council – photocopying 2017-18 – including Annual
Report(incl VAT £122.74) £736.42
£3,108.93
Plus (subject to approval during the meeting):
Action in Rural Sussex– Village Hall Advisory Service (incl VAT £24) £144.00
J Neame – DPO services 2018-19 £75.00
£219.00