Minutes of Annual Parish Meeting held 10th May 2018

FULKING PARISH COUNCIL

Minutes of Annual Meeting of Fulking Parish Council and Annual Parish Meeting
Meeting held in Fulking Village Hall on Thursday 10th May 2018 at 7.30pm

Present:
Chairman                                                  Cllr Firth
Fulking Parish Council (FPC)                       Cllr Hind, Cllr Dyos and Cllr Trist
Mid Sussex District Council (MSDC)             Cllr Trumble
West Sussex County Council (WSCC)          Cllr Dennis
Clerk                                                        Trevor Parsons
Members of the Public                                9 members of the public present

Apologies      Cllrs Watts-Williams and Wilkinson and Cllr Healy

Annual Meeting of Council

Meeting opened at 19:30

Chairman’s Welcome.
Nominations for Chairman and Vice Chairman were received.
Cllr Firth was nominated for election as Chairman, proposed by Cllr Hind and seconded by Cllr Dyos
Cllr Hind was nominated for election as Vice Chairman, proposed by Cllr Dyos and seconded by Cllr Trist
The Chairman and Vice Chairman signed the Declaration of Acceptances

Meeting closed at 19:35

Annual Parish Meeting
Meeting Opened at 19:36

Apologies for Absence  Cllrs Watts-Williams and Wilkinson and Cllr Healy

Minutes of Annual Meeting of Fulking Parish Council on 11th May 2017 having been previously circulated were agreed and signed. The Minutes of the Ordinary Meeting of Fulking Parish Council held on Thursday 12th April 2018 were signed by the Chairman, Cllr Firth.
Cllr Trist thanked the Chairman for all his extra work caused by the vacant Clerk position.
Cllr Dyos welcomed the former Chairman and resident Tony Brooks, to the meeting.

Chairman’s Report
Thank you all for attending and I’d like to extend a special welcome to our new clerk, Trevor Parsons. This is officially his first meeting where he’s steering us away from the rocks!
We’ve had a very eventful year, mainly behind the scenes…
Derek, our previous clerk left us in January, having done good work for us since 2015, and was strong on procedure and accounting. As they say, there always a silver lining to clouds and learning about how to recruit a clerk, meeting candidates, working with locum clerks, and filling in for Derek has been a useful and interesting experience. But clearly one which without SSALC’s help we probably wouldn’t have got through – Trevor Leggo seems to single-handedly keep Surrey and Sussex councils afloat.
It was not only Clerks that changed, as in October Kate left us having served as a councillor for at least 6 years and chair for 4 years – a huge loss particularly for relatively unexperienced chairmen, who relied on her experience. However, by December we were back to a full strength as Karen joined us. A big thanks to her for volunteering.
We seemed preoccupied by behind-the-scenes activity as we negotiated Data Protection regulations by reorganising our IT systems and now run our electronic communications like a large company. Luckily, we had John Hazard to guide us through the e-pitfalls of this. The main thing is that resident’s personal data is now much safer and accessible than it used to be.

Now, what about the real work of your council?
On the planning front:
We met to consider 13 applications last year – there were more applications where we didn’t meet. Probably the most significant issue was Market Gardens, which was called in by the South Downs planning committee. This was the first time where the mettle of the authority would be tested in our view…
We presented our case at the meeting and were supported by Colin Trumble from Mid-Sussex. Although the outcome (approval) was expected – the superficial manner of the consideration was a shock to us. Our subsequent appeal to the Secretary of State was rejected as no new principle was in dispute. We will continue to put the case for residents, but the unelected nature of the authority is a concern. I understand MSDC are looking at this for us.

Regarding finances
Our precept for 2018/19 has increased by 2% to £8,696 – lower than the average council increase but sufficient for us to support local demands and our increasing admin costs. Our internal audit of the annual accounts has just been completed – a big thank you to Nick Hughes for continuing to do this audit for us without charge – and we will be approving the accounts later in the meeting.

On our perennial headache; Parking, it feels as if we might be making some glacial progress – at least in clarifying what we want and can and cannot have.
Mark has worked hard on laying out options to residents in parking controls around the Shepherd and Dog area. Early indications are that most favour yellow lines of some type. Its clear that South Downs won’t support any off-road parking schemes, but we hope that WSCC will help us with this. Meanwhile we remain vulnerable to gridlock on those busy days at the Shepherd & Dog – despite their best efforts
Linda organised a residents meeting for Clappers Lane parking last July, which again clarified what options were available and which weren’t – this has some way to go.
Still on the Highways…
There was the curious case of the vanishing HGV sign – less said about that the better – a replacement is due shortly. We hope this will make inconsiderate lorry drivers think twice about this short cut. Potholes remain, please keep reporting them – as our roads are low on WSCC priorities. Diligent reporting is the only way to get us ahead in the list.
Flooding, particularly in Clappers Lane remains a big concern. We have improved the ditches with the last tranche of money from “Operation Watershed” and we aim to further improve this by working on the drainage from the ‘Lower Kents’ corner right down to the brook by the sewage plant in the next Watershed application. WSCC are supporting us in that. Furthermore, Preston Nomads have agreed to fix the area in front of their entrance – which is good news.

Of course, there’s the Village Hall, which we had been doing a fair bit of investigation and contingency planning for during the year… but it looks as if there’s a meeting of minds with the PCC which is great news – especially compared other nearby parishes have run huge problems in very similar circumstances
Finally, a few thank you’s – to all my fellow councillors Mark, Linda, Michael & Karen who continue to devote their time working on behalf of the community. Also, thanks to our regional councillors, Joy Dennis (WSCC), Colin Trumble, Anthony Watts Williams and John Wilkinson (MSDC) for their support and interest in our village. Thank you as well to John Hazard and Gerald Gazdar for their contribution to the ever improving and excellent website. Not to mention the Gerald and Nick for providing the Village Hall with the internet –which must be a good thing, right?
Thank you to all of you for attending this evening and being interested in our community.

Report by WSCC
Cllr Dennis provided the meeting with an update on the following matters:
The financial health of the County Council remains strong although maintaining services will be increasingly difficult due to an aging population in the County. A budget is in place to improve the homelessness situation.
Potholes – Over 8,500 potholes have been repaired this winter, the most severe potholes are repaired within 24 hours. In April, two gangs of pothole fixers were in place and this increased to four gangs in May.
Parking – Cllr Dennis has spoken to the SDNPA executive regarding the provision of car parks and agreed with the meeting that a compromise needs to be found with both District and SDNPA.
Rural Broadband – Cllr Dennis is well aware of the poor broadband provision in the rural communities and a Gigabite Broadband Voucher Scheme is being considered.
Northern Arc Steering Group – relating to the 5,000 new homes planned for northern Burgess Hill. Cllr Dennis assured the meeting that she would engage with the Group to minimise the impact of the scheme on rural communities.

Report By MSDC
Cllr Trumble provided the meeting with an update.
The District Plan is now in place which does not include the proposed Mayfield development. This means that all planning applications will be judged against the District Plan. FPC is under SDNPA Plan which was submitted in early May 2018. Cllr Trumble confirmed that consultations between MSDC and SDNPA should be sharpened up and a review will take place in June 2018. It was suggested that Rob Ainsley from SDNPA be invited to a future FPC meeting.
Fulking Parish Council rates increased by 2% in 2018
Cllr Trumble concerred that broadband was very poor in Fulking. MSDC is talking to Broadband for Rural North (B4RN) which is a not for profit organisation working to improve broadband services in rural communities.

The Clerk presented the Annual Governance and Accountability Return 2017/2018 which was approved and signed by the Chairman.
Guest Speak – Liz Leggo on Dementia Friends provided the meeting with an excellent inter-active presentation on dementia awareness and its effects on families and friends and invited the Council and members of the meeting to become Dementia Friends.
Date of next ordinary set for Thursday 12th July 2018.
Meeting closed at 20:52.

Everybody was invited to join the PC for refreshments

Document Retention Policy

Fulking Parish Council Document Retention Scheme

Introduction

  • The council recognises the need to retain documentation for audit purposes, staff management, tax liabilities and the eventuality of legal disputes and proceedings.
  • In agreeing a document retention scheme, the council has addressed these needs, and taken into account its obligations under the Local Government Act 1972, the Audit Commission Act 1998, the Public Records Act 1958, the Data Protection Act 1998, the Employers’ Liability (Compulsory Insurance) Regulations 1998, the Limitation Act 1980, the Employment Rights Act 1996, the Local Authorities Cemeteries Order 1977, the Local Government (Records) Act 1962, the Freedom of Information Act 2000 and the Lord Chancellor’s Code of Practice on the Management of Records Code 2002.

Retention of documents for legal purposes

  • Most legal proceedings are governed by the Limitation Act 1980. The 1980 Act provides that legal claims may not be commenced after a specified period. The specified period varies, depending on the type of claim in question. The table below sets out the limitation periods for the different categories of claim.

Category

Limitation Period

Negligence (and other torts)

6 years

Defamation

1 year

Contract

6 years

Leases

12 years

Sums recoverable by statute

6 years

Personal Injury

3 years

To recover land

12 years

Rent

6 years

Breach of trust

None

  • Some types of legal proceedings may fall into two or more categories. In these circumstances, the documentation should be kept for the longest of the differing limitation periods.
  • As there is no limitation period in respect of trusts, the council will never destroy trust deeds and schemes and other similar documentation.
  • Some limitation periods can be extended. Examples include:
    • where individuals first become aware of damage caused at a later date (e.g. in the case of personal injury);
    • where damage is latent (e.g. to a building);
    • where a person suffers from a mental incapacity;
    • where there has been a mistake or where one party has defrauded another or concealed relevant facts.
  • In such circumstances, the council will weigh up (i) the costs of storing relevant documents and (ii) the risks of:
    • claims being made;
    • the value of the claims; and
    • the inability to defend any claims made should relevant documents be destroyed.

Document retention schedule

  • The council has agreed a minimum document retention schedule, based on the obligations under the previously named acts, codes, orders and regulations.

Document

 

Min. Retention Period

Reason

Minute books

Indefinite

Archive

Scale of fees and charges

6 years

Management

Receipt and payments account(s)

Indefinite

Archive

Receipt books of all kinds, including ledgers

6 years

VAT

Bank statements, including savings/deposit accounts

Last completed audit year

Audit

Bank paying-in books

Last completed audit year

Audit

Cheque book stubs

Last completed audit year

Audit

Quotations and tenders

6 years after completion of contract

Limitation Act 1980

Paid invoices

6 years

VAT

Paid cheques

6 years

Limitation Act 1980

VAT records, P60s & P45s

6 years

VAT, Tax

Petty cash, postage and telephone books

6 years

Tax, VAT, Limitation Act 1980

Timesheets

Last completed audit year

Audit

Wages books

12 years

Superannuation

Insurance policies

While valid

Management

Certificates for insurance against liability for employees

40 years from date on which the insurance commenced or was renewed

Employers’ Liability (Compulsory Insurance) Regulations 1998, Management

Investments

Indefinite

Audit, Management

Title deeds, leases, agreements, contracts

Indefinite

Audit, Management

Members allowances register

6 years

Tax, Limitation Act 1980

Correspondence and emails

3 years

Limitation Act 1980

Annual accounts and asset registers

Indefinite

Archive

Pension contribution records

6 years

Pensions Act 2014

Personnel records, including SSP and maternity records

6 years

Limitations Act 1980

Previous versions of policies, standing orders, schemes of delegation

3 years

Data Protection Act 1998

For halls, recreation grounds

·        Application for hire

·        Lettings diaries

·        Copies of bills to hirers

·        Record of tickets issued

6 years

VAT

  • The need to retain any documents not included in the above schedule should be considered on an individual basis. As a guide, and in the absence of any prevailing act, code, order or regulation to the contrary, documents may be destroyed if they are no longer of use or relevant. If

 

Privacy Notice

Fulking Parish Council (FPC) takes the protection of your data seriously. Our aim is to provide a personalised and valuable service whilst safeguarding our users’ privacy. Collecting some personal information is necessary if we are to satisfy the expectations and requirements of our users and we have set out below what we will do with your personal information.

Community Website
www.fulking.net is a community website funded by FPC. It is based on WordPress open source software. In addition to official Parish Council communications, it contains content which may be supplied by a variety of authors but is posted by a limited number of editors, who have complete editorial discretion. Any personal information contained in these posts is provided with the subject’s permission or at their request.

Visitors to this Website
When someone visits this website we collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the website. This information is only processed in a way which does not identify anyone. If we do want to collect personally identifiable information through our website, we will be up-front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

Use of Cookies
This website uses cookies to assist the editors. Other visitors to the site are not supplied with cookies.

Security and Performance
We use a third party service to host our website securely. To deliver this service it processes the IP addresses of visitors to the website.

Links to other websites
This privacy notice does not cover the links within this website linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

Mailing List
FPC uses a mailing list to communicate urgent community information and official council notices. Residents may unsubscribe or subscribe at any time without reference to FPC. Data held is; an email address, first name and last name (unless the resident has volunteered extra information). It is currently based on MailChimp software. Records are stored in accordance with MailChimp’s privacy policy https://mailchimp.com/legal/privacy/ . When a person receives an email from us, information is collected on when/whether the email was opened and if any of the links were clicked. This information is not personally identifiable.

Paid Advertising
The website and mailing list do not accept paid advertising, consequently no personal data is collected or passed to advertisers.

Email correspondence
Emails and any attached documents shared with FPC are held in accordance with our Document Retention Policy. They are securely stored on-line via Microsoft’s (Office 365) cloud servers. Further information on Microsoft’s data protection policy is available at https://protection.office.com/#/serviceassurance/othertrust

Disclosure of personal information
We collect contact details via the website and mailing list for the purposes of providing a service to existing and potential residents. We will never disclose personal details without the consent of the owner. Details are only held for as long as is necessary to fulfil the service request.

Access to personal information
Individuals can find out if we hold any personal information by making a ‘subject access request’ under the General Data Protection Regulations. If we do hold information about you, we will:

  • give you a description of it;
  • tell you why we are holding it;
  • tell you who it could be disclosed to; and
  • let you have a copy of the information in an intelligible form.

Please make any such request in writing via our email address parishclerk@fulking.net or by post to Trevor Parsons, Fulking Parish Clerk, 17 Ockley Way, Hassocks, West Sussex, BN6 8NE

If at any time you feel that we have failed to meet these standards then please either contact us or make a complaint direct to the Information Commissioner using their website www.ico.org.uk/concerns

Annual Parish Meeting 2018

You are hereby cordially invited to attend the

FULKING PARISH COUNCIL
ANNUAL MEETING OF COUNCIL & ANNUAL PARISH MEETING
Fulking Village Hall, Thursday 10th May 2018, 7:30pm

Agenda: Annual Meeting of Council

1. Chairman’s Welcome
2. Election of Chairman & Vice Chairman
3. Meeting Closed

Agenda: Annual Parish Meeting

1. Apologies for Absence
2. Approval of minutes APM 11/5/2017
3. Chairman’s report
4. Reports from District & County Councillors
5. Approval of 2017/18 Annual Return documents
6. Guest Speaker: Liz Leggo on Dementia Friends
7. Date of next meeting
8. Close

Refreshments

The public and press are cordially invited to attend.

Trevor Parsons
Clerk to Fulking Parish Council
17 Ockley Way, Hassocks,
West Sussex. BN6 8NE
parishclerk@fulking.net
07767 422733

Minutes of Ordinary Parish Council Meeting 12th April 2018

Draft Minutes of the Ordinary Meeting of Fulking Parish Council

Held at Fulking Village Hall on Thursday 12th April 2018 at 7.30pm

Attendance:     
Chairman: Cllr Firth
Fulking Parish Council (FPC): Cllrs Hind, Dyos, Healy & Trist
Mid Sussex District Council (MSDC): Cllr Watts Williams
West Sussex County Council: Cllr Dennis
Locum Clerk: Elizabeth Leggo
Clerk: Trevor Parsons
Members of the public: 5 members of the public were present
 

  1. Apologies for Absence.
    None for this meeting.
  1. Declaration of Members’ Interests.
    None for this meeting.
  1. Approve the Minutes of the Council Meeting of 4th January 2018 and the Planning Meetings of 8th February and 26th March 2018.
    The minutes of all three meetings were approved and signed as true records
  1. Reports from District and County Councillors.
    Cllr Joy Dennis was present from West Sussex County Council and gave the following updates:
  • That FPC should have received a Public Rights of way (PROW) letter, asking if there is any work that the Council would like done.
  • A new Speed Indicating Device has been ordered, following the last one having been stolen. A new rota will soon be drawn up.
  • Cllr Dennis has been working with a group of residents in the Parish who have a poor broadband signal, helping them to access the ‘Better Connected’ fund. It is hoped that this can be replicated with other groups.
  • The Operation Watershed Fund is available again for 2018/19.
  • A further £1.5million has been allocated for pothole repair, and work is underway.
  • Fulking is not on the list for road re-surfacing this year.
  • Cllr Dennis has attended a presentation by ChaMP, sponsored by Southern Water to improve the quality of the water from aquifers on the South Downs. ChaMP is working with farmers to try to reduce the use of nitrates and phosphates, and to change the time of year that these are used.
  • Bus Strategy – there is currently a consultation on rural buses.

Cllr Anthony Watts Williams was present from Mid Sussex District Council and gave the following updates:

  • Mid Sussex has an adopted District Plan, covering 2014-31. Housing numbers required are 876 per year until 2023/24, followed by 1070 per year until 2031. This amounts to over 16,000 homes across the District.
  • The Council is preparing a new Planning Document to identify new sites. This plan does not include a Mayfield Market Town, and there is no plan for a new settlement. Most of the new homes will be built in the three largest town – Burgess Hill, Haywards Heath and East Grinstead.
  • The Economic Development Strategy will soon be taken to Council. Economic growth is being encouraged in the District, and a science park is being planned along with the provision of a sixth form college. It was noted that excluding sixth forms at St Pauls Catholic College and at schools in East Grinstead, that there is no sixth form in Mid Sussex and that most students travel to Brighton to study.
  • Regarding planning, Mid Sussex District Council is currently in negotiation with the South Downs National Park Authority (SDNPA) to ensure that the District Council is kept informed if there are any departures from planning applications, for applications for major developments, new dwellings or any gypsy or traveller related sites in the Park. It is hoped that a Ward Councillor will be invited to sit on the SDNPA Planning Committee.
  • Poynings Pavilion is undergoing refurbishment, and a Community Café will be set up as a trial. Cllr Watts Williams asked FPC to please show its support of this asset in the community.

Actions:
– Cllr Firth to send a formal response to the PROW letter from WSCC
– A Fulking Parish Councillor to attend a talk by ChaMP
– A member of Fulking Parish Council to complete the consultation on rural buses

  1. Matters Arising & Outstanding Actions:
  • WSCC have been informed that the agreed HGV sign on Clappers Lane can be erected in due course.
  • It is unlikely that FPC will need to step in support the rental of the Village Hall as the Village Hall Action Group and the Parochial Church Council have agreed a plan.
  • Operation Watershed – FPC is focussing on alleviation of the flooding at the Southern end of Clappers Lane, on the corner opposite Lower Kents.
  1. Planning Matters: 

SDNP/18/01642/FUL – Cannonberries, Poynings Road, Fulking, BN5 9NB
Proposal: Erection of dwelling

The following comments were submitted to the SDNP Planning Authority:

Fulking Parish council considered this application on 12th April 2018

This application is for a new dwelling in countryside outside the defined settlement of Fulking. As such it appears to conflict with the policy C1 of the Mid Sussex Plan (2004), SDNPA Draft Plan policies SD1, SD4 and NPPF relating to sustainable development and exceptional reasons to justify new dwellings.

Councillors expressed concern about the precedent this type of development would set in this location and queried the siting, which could have been ancillary to the main house.

While it was recognised that this design was less intrusive from the northern aspect (than the previous application) it remains highly visible from all aspects and is still detrimental to the to the scenic beauty of this area.   In this respect is appears to contradict a range of policies in the Mid Sussex Plan 2004, the draft SDNP plan and the NPPF in respect of maintaining the landscape and sustainability of this protected area.

Consequently, the Parish Council voted unanimously to OBJECT to this application.

  1. Planning Update:

The Chairman presented a summary of recent planning applications, as below:
For the period since January 4th until 2th April 2018.

Reference

Name/Description

FPC Date

FPC Decision

SDNP Decision

Decided

 

 

 

 

SDNP/17/06007/FUL

Barn Cottage
Extension & remodeling

04/01/18

Unanimous Neutral

Withdrawn

13/02/18

SDNP/17/06019/FUL

Cannonberries

New Dwelling

04/01/18

Unanimous Objection

Refused 07/02/18

SDNP/18/00218/HOUS

Perching Farm Cottage

Conversion of car port

08/02/18

Unanimous Neutral

Approved

20/03/18

In Progress

 

 

 

 

SDNP/18/01201/HOUS

Downside
Extensive upgrades

26/03/18

Unanimous Support

Application in progress

Valid, not yet considered

 

 

 

 

SDNP/18/01642/FUL

Cannonberries

New Dwelling

12/04/18

Due

12/04/18

Application in progress

 

Action: Clerk to look at the Planning Inspectorate Appeals website

  1. Parking – Area West of Ladybrook Spring and Road Lines:

Cllr Hind, Vice Chairman, reminded the Council at the last meeting Cllr Dennis agreed to approach SDNP regarding funding availability for the Ladybrook Spring car parking scheme, once Cllr Hind had sent the historic correspondence. Unfortunately due to changes in the Council email system Cllr Hind had been unable to find any historic correspondence other than the minutes of the meeting of 18th January 2017, item 8 which said:

Following discussions with SDNP they advised that the “Sustainable Communities Fund” is not available for any car parking schemes so no funding is available from them to support the proposed car parking project for the area west of Ladybrook Spring. There is a remote possibility some funds may be available in the future from the “Community Infrastructure Levy”.

Cllr Hind agreed to send a summary of the parking proposal to Cllr Dennis

Cllr Dennis agreed that she will approach SDNP on the behalf of FPC.

Cllr Hind also reported on parking issues around the Shepherd & Dog Pub, reporting that the Council is going to undertake a survey of residents for their views. This survey would go live the next day on 13th April for four weeks. Residents of the Parish would be asked their preference on three options around the Pub – double yellow lines, single white line or no lines. In addition, the Council is encouraging general feedback.

  1. Grit Bins and Winter Road Management Plan:

Residents have given feedback that the levels of grit have reduced significantly this winter. It was agreed that the Chairman and Vice Chairman would investigate this and to speak to the local farmer who has offered to transport the grit from the store to the bins.

Actions:
– Chairman & Vice Chairman to look at the Winter Management Plan
– Council to consider a Volunteer Policy
– Clerk to check that the Parish Council insurance covers volunteers
– Consent to be gained from volunteers if their details appear on the website, to comply with GDPR

  1. General Data Protection Regulations:

It was noted that legislation comes into force on 25th May 2018. The Council has made the following changes in preparation:

  • Transferred email addresses so councillors no longer use their personal email accounts
  • Documents are shared via the cloud SharePoint, which is restricted to FPC and secure
  • Councillors have attended courses to understand more
  • Satswana has been appointed as the Data Protection Officer (DPO)
  • An Impact Assessment is being undertaken
  • The Council will adopt: A Document Retention Policy, a Privacy Notice and a General Privacy Notice.
  1. Reports from Outside Bodies.

None for this meeting.

  1. Information Items and Items for Future Meetings.
  • Cllr Trist asked that Operation Watershed regarding Edburton Road could be added to the agenda for the next meeting
  • It was suggested that an update be given on the road condition at the entrance to Preston Nomads Cricket Club

Action: Clerk to add these items to the agenda for the next ordinary meeting of FPC

  1. Correspondence.

None for this meeting.

  1. Financial Matters:

2017/18 Cheques from Barclays current account (50052760 – balance £6,040.40), issued from
1st January to 31st March 2018, agreed at Parish Council meeting on 12th April 2018.

Date Description Cheque No. £
02/01/18 Street Lights 100718 115.50
16/01/18 D Blackhall – Salary (6/1-3/2) 100721 251.21
16/01/18 D Blackhall – Salary (7/10-30/12) 100719 681.50
22/01/18 HMRC (DIB) – Tax (6/1-3/2) 100722 62.80
22/01/18 HMRC (DIB) – Tax (7/10-30/12) 100720 165.40
23/01/18 E.On Direct Debit 01290157494 48.02
24/01/18 Jen Green – Gift to past Chair 100716 145.00
09/03/18 SSALC – GDPR Training 100723 £57.60
09/03/18 SSALC – GDPR Training 100724 £57.60
09/03/18 NTF Playground Rental 100725 £20.00
12/04/18 Henfield Garden Services 100726 £360.00
12/04/18 SSALC – Councillors Briefing 100727 £72.00
12/04/18 SSALC – Recruitment Assistance 100728 £420.00
12/04/18 WALC – Subscriptions 100729 £88.26
12/04/18 Locum Parish Clerk Services 100730 £212.60
Total £2,757.49

 

Income for period 1st January to 31st March 2018 – Nil

The Chairman closed the Meeting at 9.39pm

Date of Annual General Meeting of the Council and Annual Parish Meeting: Thursday 10th May 2018

Date of the next Ordinary Meeting: Thursday 12th July 2018
Both to be held at Fulking Village Hall at 7.30pm.

Agenda for Ordinary Parish Council Meeting – 12th April 2018

FULKING PARISH COUNCIL

Tel: 01273 846310   e-mail: parishclerk@fulking.net
17 Ockley Way, Hassocks,
West Sussex,
BN6 8NE

Following the Local Audit and Accountability Act 2014, and with regard to regulations on Access to Local Government Meetings, members of the public are advised that they have a right to film/record the meetings of Fulking Parish Council. Members of the public are also advised that by attending a meeting of Fulking Parish Council, they give their consent to being filmed/recorded by other members of the public, if such activity is taking place.

Please note that there will not be a separate planning meeting to discuss applications received, and these are included on the agenda below.

AGENDA

Public Participation: There will be a period of 15 minutes set aside at the beginning of the meeting for the public to ask questions or make comments on items on the Agenda. Comments on items not appearing on the agenda can be made at the chairman’s discretion.

  1. Apologies for Absence.
  2. Declaration of Members’ Interests.
  3. Approve the Minutes of the Council Meeting of 4th January 2018 and the Planning Meetings of 8th February and 26th March 2018:  The minutes, subject to any amendments, to be approved and signed as a true record of the meeting.
  4. Reports from District and County Councillors.
  5. Matters Arising & Outstanding Actions:  To clarify and report on actions brought forward from the last meeting.
  6. Planning Matters:  To comment on planning applications received from South Downs National Park.
    SDNP/18/01642/FUL – Erection of dwelling – Cannonberries, Poynings Road, Fulking, BN5 9NB
    Proposal: Erection of dwelling
  7. Planning Decisions from South Downs National Park:  To receive decisions on planning applications from
    Barn Cottage (SDNP/17/06007/FUL), Land at Cannonberries (SDNP/17/06019/FUL),
    Perching Farm Cottage (SDNP/18/00218/HOUS).
  8. Parking – Road Lines: To discuss yellow lines and parking in the Parish.
  9. Grit Bins and Winter Road Management Plan: To discuss the Winter Plan.
  10. General Data Protection Regulations: To discuss changing legislation in 2018.
  11. Reports from Outside Bodies.
  12. Information Items.  To receive information and items for the agenda at future meetings.
  13. Correspondence.  To discuss correspondence and respond to correspondence received.
  14. Financial Matters: To receive the report on the Council’s income and to approve future expenditure.

Date of Annual General Meeting of the Council and Annual Parish Meeting: Thursday 10th May 2018
Date of the next Ordinary Meeting: Thursday 12th July 2018
Both to be held at Fulking Village Hall at 7.30pm.

Minutes of Planning Meeting – 26th March 2018

Fulking Parish Council

Planning Minutes

Date of Meeting:  26th March 2018

Present: Councillor Miles Firth (chairman), Councillors Karen Healey, Mark Hind and Michael Trist.

Apologies: Councillor Linda Dyos.

One member of the public was present: Trevor Parsons, Clerk to the Council (designate).

Declarations of interest: all councillors present confirmed that they had no interests to declare in the matters to be discussed at the meeting.

The meeting opened at 7.40 pm.

Prior to the meeting, no members of the public had requested to speak.

The following application was discussed.

Planning reference: SDNP/18/01201/HOUS

Downside, Poynings Road, Fulking BN5 9NB

New single storey living room extension to replace existing UPVc conservatory; demolition of existing garage; installation of new timber framed casement windows; first floor extension to rear and reconstruction of existing outdoor swimming pool.

The following points were discussed by the councillors:

1)  There had been one letter of objection lodged on the SDNPA planning portal, from a neighbour of Downside.  Following this, the objector has been in discussion with the applicant, and reached agreement that a window on a new portion of the eastern elevation (which would have overlooked the garden of the objector’s property) would be removed in an amended set of plans.  This new plan has now been submitted on the SDNPA website, and as a result the objector has now lodged a second letter on to the SDNPA portal, stating that he withdraws his original objection and now supports the application.

2)  It appears that the application would produce a more symmetrical appearance to the front (south elevation) of the property, which had been added to in a somewhat piecemeal fashion in the past.

3)  When examined, it would seem that the proposed works would involve a substantial redevelopment of the property.  This comment was added to by the observation that there is a 12% nett increase in total floor area (including the area lost by the demolition of one of the garages) : Existing area = 410 m2 downstairs, 187 m2 upstairs; proposed 389 m2 downstairs, 278 m2 upstairs.

4) There was a discussion regarding construction vehicles, deliveries of materials etc, which could be significant in number.  It was considered that the width of the road (and its verge) at the location of Downside and the ample amount of room on the drive of the property would mitigate most if not all of the effects of this matter.

5) It was agreed that when the proposed works are finished this would improve the view of the property from the road.

The resulting vote on this application was unanimously to support this application.

The meeting closed at 8.10 pm.

Planning Meeting – Village Hall, 26th March, 7.40pm

Invitation to Planning Meeting

You are hereby cordially invited to attend a planning meeting of the Fulking Parish Council to be held at 7:40pm, on Monday 26th March 2018 at the Village Hall, The Street, Fulking. To discuss the following planning application:

SDNP/18/01201/HOUS
New single storey living room extension to replace existing UPVc conservatory; demolition of existing garage; installation of new timber framed casement windows; first floor extension to rear and reconstruction of existing outdoor swimming pool.
Downside, Poynings Road, Fulking. BN5 9NB

Members of the Press & Public are welcome to attend.

By prior appointment with the Chairman, a maximum of 2 people may speak for up to 5 minutes each in favour, and a maximum of 2 people may also speak for up to 5 minutes each against the applications.

Miles Firth
Chairman, Fulking Parish Council

Conifer House, The Street, Fulking, Henfield, BN5 9LT, West Sussex
01273 857508
miles.firth@fulking.net

Councillor Qualifications

A person is qualified if they are a Commonwealth citizen (which includes a British subject) or a citizen of a member state of the European Union, is over 18, and is an elector. In addition, they will be qualified if they have either during the whole of the twelve months before the day on which they are nominated as a candidate, or the day of the election, resided in the locality or within three miles of it or occupied as owner or tenant any land or premises therein or had their principle or only place of work there. Such work need not be paid, but must be substantial; it may even include duties which the candidate was elected to perform before the election by the very same council as that to which they are now seeking election. One effect of these rules is that it is possible to be a member of more than one council.

Local Government Association 1972, s 70
Parker vs Leo (1992) 90 LGR (court of Appeal)

Source: Paul Clayden: Arnold-Baker on Local Council Administration

Bobservation 41: Parish Councillors

Parish Councillors are elected by villagers, on the Register of Electors, every four years. The next election will be in May 2020.
There are five councillors of whom any three may create a quorum for a meeting. On election the councillors appoint a Chair and a Vice-Chair. If a councillor resigns the remaining councillors appoint a councillor for the remainder of the term. At the end of the term all councillors resign but may offer themselves for re-election.
Standing Orders guide councillors on what they may and may not do. Interpretations vary but, in my opinion, it is anticipated that councillors will attend four meetings each year on the second Thursday of January, April, July and October as well as the Annual Parish meeting in May.
Planning meetings are held as soon as possible after the notification of a relevant application and councillors, the opinion of the Parish Council is then submitted to South Downs National Park.
The last, but not least, member of the team is the Parish Clerk who is a salaried employee, is in control of its working and is there to advise and ensure that the law is complied with and the Standing Orders enacted.
A Parish councillor is a voluntary post, is non political and unpaid. This is the primary level of the Democratic process and should be treasured as such. The next elected levels are District Council (Mid Sussex District Council), County Council (West Sussex County Council) and Parliament, these latter three being political and in various degrees remunerated.
I do implore you to consider standing as a Parish Councillor. Although maddening at times, there is a great deal of satisfaction in knowing you have done your bit for the Parish and you will get to know a great deal about the village.
Currently we are being very well served by Miles (an exceptional Chair), Mark, Linda, Michael and our latest recruit Karen. So far as I can remember villagers who ‘have done their bit!’ and are still living in Fulking are Bob, Carolyn, Dave, Jen G, Jen P, Margaret, Mick, Pam, Paula(Clerk), Richard and Sheena.

Lastly, for your diary the Fair on Sunday 29 July will now include an Allsorts Dog Rescue Fun Dog Show , Shoreham Allstars music, Marta Scott dancers, Pony Rides, Punjabi Street Food, Owls about town, Blooming Good Nursery as well as all the old favourites. Updates will be incorporated into ‘Fulking Fair’ on the village web site.