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
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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
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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
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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
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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
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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
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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
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