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THE COMMON PARISH COUNCIL OF SUTTON & BARLAVINGTON 
 
APPROVED MINUTES OF A MEETING OF  
THE COMMON PARISH COUNCIL OF SUTTON & BARLAVINGTON HELD ON 
WEDNESDAY  20th MAY 2009 AT 7.00 PM SUTTON VILLAGE HALL 
Present: 
ACTION 
Cllrs. Sebastian Anstruther, Gordon Owen, Anthea Pratt, Paul Nicholls, Anna Gillam, and   
Joy Mayes. 
 
 
 
 

In Attendance:- 
 
D.Cllr  J  Elliott  and  Louise  Collis  (Clerk  to  the  Common  Parish  Council  of  Sutton  &   
Barlavington). 
 
 
 
The Common Parish Council of Sutton & Barlavington Meeting commenced at 7.00pm. 
 
 

 
 
Agenda item No. 1 -  ELECTION OF CHAIRMAN 
 
The Clerk initially took  the chair. Two candidates put  themselves forward   -  Cllr. Gordon   
Brown and Cllr Sebastian Anstruther. Both candidates left the meeting to allow the rest of   
the Council to make a decision. Cllr Sebastian Anstruther was elected as Chairman for the    
Common Parish Council of Sutton & Barlavington.  
 
 
 
Cllr. Anna Gillam PROPOSED and  
 
Cllr. Joy Mayes SECONDED the motion.  
 
 
 
 

Following the election of the Chairman, Cllr S Anstruther took the chair. 
 
 
 
The Common Parish Council of Sutton & Barlavington wish to thank David Green for all 
 
his hard work as councillor and then Chairman of the Parish Council. The Parish Council 
 
was sorry to hear of Mr Green’s decision to resign. 
 
 

 
 
Agenda item No.2 -  TO RECEIVE THE CHAIRMAN’S DECLARATION OF 
 
ACCEPTANCE OF OFFICE 
 
 
 
Cllr. S Anstruther then signed the Declaration of Acceptance of Office Book in the presence    
of the Clerk. 
 
 
 
Agenda item No.3 -  ELECTION OF VICE-CHAIRMAN 
 
Cllr G Owen was asked if he would be prepared to stand as Vice-chairman of the Common 
 
Parish Council of Sutton & Barlavington. He agreed. 
 
 

 
 
Cllr Sebastian Anstruther PROPOSED Cllr G Owen as Vice-Chairman and  
 
Cllr Anthea Pratt SECONDED the motion.  
 
 
 
Cllr. G Owen then signed the Declaration of Acceptance of Office Book in the presence of 
 
 

the Clerk. 
 
 
 
Agenda item No.4 -  APPOINTMENT OF REPRESENTATIVES ON THE 
 
FOLLOWING BODIES 
 
a.  North East Parishes Forum 
 
 

b.  Petworth Sub District of the Sussex Association of Local Councils 
 
Cllr Anthea Pratt  PROPOSED the motion that Cllr S. Anstruther should be duly elected as   
the representative for the Common Parish Council of Sutton and Barlavington on the North 
 
East Parishes Forum & Petworth Sub District of the Sussex Association of Local Councils. 
 
The Common Parish Council of Sutton & Barlavington – 20th May 2009 
page 1 of 7 

Cllr Joy Mayes SECONDED the motion 
 
Agenda item No.5 -  ELECTION OF MEMBERS TO SERVE ON THE 
 
 

FOLLOWING COMMITTEES 
 
a.     Planning Committee 
 
It was AGREED that following on from this year all the councillors will become members 
 
of the planning committee. 
 
  
 
 

It was also AGREED that Cllr Gordon Owen would continue to be Chairman of the 
 
Planning committee. 
 
 
 
Cllr Anna Gillam PROPOSED and  
 
Cllr Paul Nicholls SECONDED the motion 
 
 

 
 
c.  Roads and Ditches Committee 
 
 
 
Cllr Anna Gillam PROPOSED the motion that Cllrs A Pratt and J. Mayes should be duly   
elected as members of the Roads and Ditches committee. Cllr Paul Nicholls SECONDED    
the motion. 
 
 
 
Agenda item No.6 -  TO CONSIDER THE PAYMENT OF ANY SUBSCRIPTIONS 
 
FALLING TO BE PAID ANNUALLY 
 
 
 
 

SALC 
£84.60 
 
SLCC 
£70.00 
 
 
 
The Payments were AGREED in principle. 
 
 
 
 

Cllr  Gordon Owen PROPOSED and  
 
Cllr. Anthea Pratt SECONDED the motion 
 
 
 
Agenda item No.7 -  APOLOGIES AND REASON FOR ABSENCE 
 
None 
 
 

 
 
Agenda item No.8 -  CODE OF CONDUCT - DECLARATION OF INTEREST by 
 
Councillors on any of the agenda items 
 
 
 
The Clerk reminded Councillors of their duty to declare personal and prejudicial interests.   
 
 

 
 
No new or altered Declarations were made. 
 
 
 
Agenda item No.9 -  ANNUAL UPDATE OF COUNCILLORS REGISTER OF 
 
MEMBERS INTERESTS 
 
 

 
 
Under code of Conduct guidelines it is necessary for Parish Councillors to review their 
 
entries in the Register of Members Interests. The clerk prepared and circulated an Annual 
 
Update form for the councillors to complete. These were returned to the clerk at the 
 
meeting. Any changes will be forwarded to Mike Kelley, CDC Solicitor. 
 
 

 
 
Agenda item No.10 MINUTES OF THE MEETING HELD ON  18th MARCH 2009 
 
The Minutes of the meeting held on 18th March 2009 were declared correct and accepted as   
a  true  record,  and  Council  AGREED  that  they  should  be  signed  following  completion  of   
the meeting. Cllr. G Owen PROPOSED and Cllr. J Mayes SECONDED the motion. 
 
 

 
 
 
 
The Common Parish Council of Sutton & Barlavington – 20th May 2009 
page 2 of 7 

 
 
Agenda item No.11 – CO-OPTING A NEW PARISH COUNCILLOR 
 
 

Jeremy Pontin has expressed an interest in becoming a councillor. An email received from   
Mr  Pontin  was  read  to  the  Council.  The  Council  AGREED  provisionally  to  appoint  Mr   
Pontin once the clerk had received confirmation  from  CDC that i) an election is  not to  be   
held  and  ii)  the  minimum  period  a  candidate  must  have  lived  within  three  miles  of  the   
parish. If Mr Pontin qualifies the chairman will invite Mr Pontin to join the Parish Council. 
 
 

 
 
Cllr  Gordon Owen PROPOSED and  
 
Cllr. Anna Gillam SECONDED the motion 
 
 
 
Agenda item No.12 MATTERS ARISING 
 
 

a.  Broadband – Cllr Owen reported at the APM that after months of no response from 
 
BT the Area Director of the South East has been in contact and stated that BT would 
 
not put broadband in Sutton. Sutton is one of 30 exchanges in the UK not broadband 
 
enabled and one of only 4 in the South East. BT have met their targets and are not 
 
prepared to pay the £25,000 in order to enable the exchange without an incentive. 
 
 

 
 
Although BT are replacing the entire network for the twenty first Century, this will be a 
 
long and lengthy process and the original date of broadband in Sutton of 2011 is 
 
unrealistic. 
 
 
 
 

The Cost to upgrade the exchange is approx. £25,000. 
 
 
Clerk 
It was AGREED that the clerk will chase the Leader Programme contact to determine if   
the Parish Council qualify for assistance. 
 
 
 
It was AGREED that Cllr Owen will continue to take the lead on this issue and to draft 
G Owen 
 

a letter to Nick Herbert (MP).  
 
 
 
b.  Red telephone box in Sutton – This is now owned by the Parish Council and the 
 
insurance company have insured the telephone box at £1,000.  
 
 
 
 

At the APM it was noted that a parishioner, Chris Dudman, had kindly offered to paint 
 
the telephone box. The clerk has forwarded an email to Cllr Owen from BT stating the 
 
paint number for the telephone box. An anonymous parishioner has donated the paint 
 
for the telephone box. 
 
 
 
 

No news from English Heritage
 
 
 
c.  To discuss any matters arising not dealt with elsewhere on the Agenda 
 
 
A.Pratt 
i) 
CDC Flood Survey - The CDC Flood Survey for Barlavington has been 
 
submitted by Cllr Mayes. Cllr Pratt will chase David Green to ensure the Sutton 
 
Flood survey has also been submitted. 
 
 

 
 
Agenda item No. 13 -   DISTRICT COUNCILLOR’S REPORT  
 
a.  CDC  Annual  meeting  was  held  on  19th  May  2009.  John  Reid  was  elected  as   
Chairman of CDC. The Portfolio Holders gave reports at the meeting. The Sports &   
Leisure Portfolio Holder focused on Chichester and not he rural communities as well    
as focusing on the young, therefore not looking after the needs of the older members   
of communities. D.Cllr Elliott strongly protested against this approach. 
 
b.  Car  Parking  –  Midhurst  and  Petworth  are  considering  introducing  charging  for   
parking. 
 
The Common Parish Council of Sutton & Barlavington – 20th May 2009 
page 3 of 7 

c.  D.Cllr  Elliott  has  been  asked  to  become  an  assistant  on  the  Parks  Portfolio.  This   
would include advising on the replanting of the Bishops Garden. 
 
 

d.  CDC  have  introduced  two  new  statutory  Bodies  including  one  which  in  effect  is  a   
caretaker for all parish councils in the CDC District.  
 
 
 
Agenda item No. 14 -   COUNTY COUNCILLOR’S REPORT 
 
No report submitted 
 
 

 
A.Gillam 
Agenda item No. 15 -   Local Development Framework 
 
Cllr Gillam reported that a response has not been received from CDC following the 
 
submission of comments. Cllr Gillam will chase CDC. 
 
 
 
Agenda item No.16 – Highways and Footpaths 
 
 

a.  Roads & Ditches Committee Cllrs Green and Cllr Mayes to report 
 
Cllr Mayes had nothing to report apart from the number of potholes. 
 
 
Clerk/ A.Pratt/ 
It was noted that the ditch on Mill Hill needs to be reinstated. This will be highlighted at  J.Mayes 
the annual inspection with WSCC. The Clerk will get WSCC to contact Cllrs Mayes and    
Pratt. 
 
 
 
b.  To discuss any other matters relating to Highways and Footpaths 
 
 
 
i) DUNCTON HILL ROAD CLOSURE SUNDAY 14TH JUNE 2009 FOR TREE SAFETY 
 
 

WORK - The Barlavington Estate is going to be carrying out essential tree safety work to 
 
the woodland above the A285 Duncton Hill on Sunday 14th June 2009. For the safety of the   
public and the contractors West Sussex County Council has agreed that the road should be 
 
closed all day. The BT telephone line will also be dismantled so unfortunately many people 
 
in this area will be without telephones that day. 
 
 

 
 
This was noted. 
 
 
J.Mayes/A.Pratt 
ii) Ditch on Mill Hill – It was noted that the ditch on the right of Mill Hill as one goes down   
the hill needs to be reinstated. This will be highlighted when the annual inspection by 
 
 

WSCC highways takes place. 
 
 
 
Agenda item No.17 - NEW PLANNING APPLICATIONS AND NOTIFICATION OF 
 
RECENT DECISIONS 
 
 
 
 

a)  Planning appendix 
 
 
G.Owen 
Cllr Owen is to attend the NE Parishes Forum meeting to discuss CDC’s site visit 
 
procedure with Steve Carvell, CDC Planning. 
 
 
 
 

Agenda item No. 18-   REPORTS FROM REPRESENTATIVES ON OUTSIDE 
 
BODIES 
 
Nothing to report 
 
 
 
Cllr Anstruther is to attend the West Sussex Rural Forum on 2 June 2009.  
S.Anstruther 
 

Agenda item No. 19 -   NEW CORRESPONDENCE 
 
None. 
 
 
 
Apart  from  correspondence  discussed  at  the  meeting,  all  other  correspondence  and   
documents, leaflets, etc., are placed in the Circulation File.  Please read the file as quickly    
as possible and pass it on. 
 
The Common Parish Council of Sutton & Barlavington – 20th May 2009 
page 4 of 7 

 
 
Agenda item No. 20-   CIRCULATION FILE – NO.21 
 
 

 
 
Index in order of receipt 
 
 

INFORMATION SOURCE 
TITLE 
 
 

 
 
Equality & Human Rights 
Public Sector Duties Letter April 09 
 
Commission 
 
Clerk & Councils Direct 
May 2009 edition 
 
 

Action in Rural Sussex  
Action newsletter April 2009 
 
West Sussex Public Partnership 
Partnership News April 09 
 
Forum 
 
WSCC 
Connections April 2009 
 
ICIS 
ICIS News Spring 2009 
 
 

 
 
 
 
Agenda item No. 21 -  FINANCE 
 
a)  To approve accounts for payment  
 
Sutton Village Hall
Hall Hire - Planning meeting - 25/3/09
£9.50
 
 

Sutton Village Hall
Hall Hire - Planning meeting - 11/5/09
£8.50
 
Hall Hire - Annual Parish Council 
 
Sutton Village Hall
meeting - 29/4/09
£25.50
 
Hall Hire - Parish Council meeting - 
 
Sutton Village Hall
20/5/09
£17.00
 
£60.50
 
Allianz
Annual premium
£432.33
 
 
 
b)  To approve the Clerk’s salary and expenses  
 
Salary for May 2009 
 
 
 

LCP Scale 20 (per SALC payment Schedule)
£9.496 per Hour
 
Number of weeks in month (4 weeks and 3 days)
4.43
 
Total number of hours worked in May
17.71
 
Salary for May 2009
£168.21  
 
 
 

Salary for June 2009 
 
 

LCP Scale 20 (per SALC payment Schedule)
£9.496 per Hour
 
Number of weeks in month (4 weeks)
4.29
 
Total number of hours worked in June
17.14
Total Salary for June 2009
£162.31
 
Expenses for May 2009 
 
The Common Parish Council of Sutton & Barlavington – 20th May 2009 
page 5 of 7 

Date
Details
Reason
Cost ex 
VAT (£) Cost Inc 
VAT (£)
VAT (£)
24/3/09 Staples
ink cartridge
47.98
7.20
55.18
23/3/09 Post office
Stamps
5.93
22/3/09 BT
Line rental & 
33.15
Broadband to 5/4/09
18/3/09 Baby sitting
Parish Council 
20.00
meeting 18/3/09
29/4/09 Baby sitting
Annual Parish 
28.00
Council meeting 
29/4/09
142.26
 
 
Cllr. S.Anstruther  PROPOSED and  
Cllr. A.Pratt SECONDED the motion (21 a&b) 
 
c) 
To approve Final Accounts for the year ended 31 March 2009 including:- 
  Final Accounts and the payments and receipts schedules 
  Bank reconciliation for the year ended 31 March 2009 
  Supporting Schedule for the year ended 31 March 2009 
  Budget v Actual Review for the year ended 31 March 2009 
 
d)  Approval  of  the  terms  of  reference  and  Audit  Plan  for  the  Year  ended  31 
March 2009 
“The internal auditor will carry out an assessment of compliance with the relevant 
procedures and controls expected to be in operation during the financial year ended 31 
March 2009, namely 
1.  Appropriate books of account have been properly kept throughout the year 
2.  The Council’s Financial regulations have been met, payments were supported by 
invoices, expenditure was approved and VAT was appropriately accounted for. 
3.  The Council assessed the significant risks to achieving its objectives and reviewed 
the adequacy of arrangements to manage these. 
4.  The Annual precept requirement resulted from an adequate budgetary process; 
progress against the budget was regularly monitored; and reserves were appropriate. 
5.  Expected income was fully received, based on correct prices, properly recorded and 
properly banked; and VAT was appropriately accounted for. 
6.  Petty cash payments were supported by receipts, expenditure was approved and 
VAT appropriately accounted for. 
7.  Salaries to employees and allowances to members were paid in accordance with 
council approvals, and PAYE and NI requirements were properly applied. 
8.  Asset and Investments registers were complete and accurate and properly 
maintained. 
9.  Periodic and year-end bank account reconciliations were properly carried out. 
10. Year-end accounts were prepared on the correct accounting basis (receipts & 
payments/income and Expenditure), agreed with cash book, were supported by and 
adequate audit trail from underlying records, and, where appropriate debtors and 
creditors were properly recorded. 
 
The Audit Plan demonstrates how audit work will provide assurance in relation to the 
body’s annual governance statement. 
 
The Scope of the internal audit work takes into account risk management processes, wider 
internal control, prevention of fraud and corporate risk. 
 
The Common Parish Council of Sutton & Barlavington – 20th May 2009 
page 6 of 7 

The Responsibilities for officers and internal audit are defined in relation to internal control, 
risk management and fraud and corruption matters are set out in the Standing Orders and 
Financial Regulations approved on 15 November 2006.” 
 
Cllr A.Pratt  PROPOSED and  
Cllr. P.Nicholls SECONDED the motion 
 
e)  Approval of the Annual Return for the year ended 31 March 2009 including the 
schedule “Explanation of Variances”  
 
Cllr G.Owen  PROPOSED and  
Cllr. P.Nicholls SECONDED the motion 
 
f)  Annual review of the effectiveness of its system of internal control 
 
Cllr G.Owen  PROPOSED and  
Cllr. A.Pratt SECONDED the motion 
 
 
g)  NatWest Bank mandate – It was AGREED by the Parish Council that Cllr Jeremy 
Pontin  and  Paul  Nicholls  and  Anna  Gillam  would  be  added  to  the  Nat  West  Bank 
accounts  as  a  signatory  replacing  Cllr  Dee  Le  Bourlier  Browne  and  David  Green 
who have resigned from the Parish Council. The bank mandate adding Anna Gillam 
and  Paul  Nicholls  has  not  yet  been  processed  by  Nat  West  and  therefore  the  new 
bank  mandate  will  include  all  three  councillors.  The  motion  was  PROPOSED  by 
Cllr G. Owen and SECONDED by Cllr J.Mayes. The mandate was duly completed 
at  the  meeting  with  all  parish  councillors  and  the  clerk  signing  the  mandate.  The 
clerk  and  Cllr  Pontin(if  appropriate)  and  Cllr  Nicholls  will  go  to  Nat  West  in 
Petworth to submit the necessary documents. 
 
h)  Other financial matters 
None 
 
Agenda item No. 22 -  DATE AND TIME OF NEXT PARISH COUNCIL MEETING 
 
The  next  Parish  Council  Meeting  will  be  WEDNESDAY  15th  July  2009  at  7.00  pm,  in 
Sutton Village Hall. 
 
CLOSURE OF MEETING 
The Common Parish Council of Sutton & Barlavington meeting closed at 8.50pm. 
 Signed: 
 
APPROVED AT MEETING ON 15/07/09 & SIGNED BY  THE CHAIRMAN                                                                      
 
 
 
Cllr. S.Anstruther                                                                              Date: 15/07/09 
Chairman of  The Common Parish Council of Sutton & Barlavington 
 
2nd June 2009, Louise Collis, Clerk to The Common Parish Council of Sutton & Barlavington 
 
 
 
The Common Parish Council of Sutton & Barlavington – 20th May 2009 
page 7 of 7