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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 
TUESDAY 7th SEPTEMBER JULY 2010 AT 7.00 PM SUTTON VILLAGE HALL 
Present: 
ACTION 
Cllrs.  Gordon  Owen,  Anthea  Pratt,  Jeremy  Pontin,  Anna  Gillam,  Norman  Young  and  Joy   
Mayes. 
 
 
 
 
In Attendance:- 
 
Louise Collis (Clerk to the Common Parish Council of Sutton & Barlavington). 
 
 
 
The Common Parish Council of Sutton & Barlavington Meeting commenced at 7.00pm. 
 
 
 
 
68.10 Agenda item No. 1 -  APOLOGIES FOR ABSENCE 
 
 
 
None 
 
69.10 Agenda item No.2 -  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. 
 
 
 
 
70.10 Agenda item No.3 MINUTES OF THE MEETING HELD ON  13th JULY 2010 
 
The Minutes of the meeting held on 13th July 2010 were declared correct and accepted as a   
true record, and Council AGREED that they should be signed following completion of the   
meeting. Cllr. N.Young PROPOSED and Cllr. Gillam SECONDED the motion. 
 
 
 
 
71.10 Agenda item No.4 – CO-OPTING A NEW PARISH COUNCILLOR 
 
Terry  Johnson  put  himself  forward  as  a  candidate  for  the  role  of  Parish  Councillor.  Cllr   
Gordon Owen PROSPOSED the motion that Terry Johnson be elected as a Co-opted Parish   
Councillor. Cllr Pratt SECONDED the motion. 
 
 
 
 
Terry Johnson was duly elected as a parish councillor and signed all the relevant forms. 
 
 
 
72.10 Agenda item No.5 MATTERS ARISING 
 
a. 
Broadband update / Grant applications – – The WSCC bid for Rural 
 
Development Programme for England (RDPE) funds to enable the three non-ADSL    
exchanges has passed the first hurdle and we are now into the second (and final) bid   
phase. The result will be announced in mid-November. If WSCC are successful in 
 
the bid, a decision that may need to be made at a later date is which service 
 
provider to go for or the Parishes may wish to set up their own. 
 
b. 
BT Kiosk competition – The Parish Council is still awaiting the £100 awarded by 
 
 
BT towards the project.  
 
c. 
Grit Box – The clerk was directed by WSCC Highways to purchase any grit boxes 
 
from Glasdon. They recommend a box that takes up to 200lbs of salt and must be 
 
sited off the highways. Prior to installation must inform WSCC Highways. The cost   
of the larger box is £167 exc VAT but includes delivery costs. At the last Parish 
 
 
council meeting C.Cllr Brown recommended the delay of purchasing any grit boxes   
due to the discussions that took place at the now Summit in June 2010. It has been 
 
agreed that WSCC will be in contact with the Met office and the Met office will 
 
give the Highways Office 24 hrs notice re bad weather. During the day of the 
 
The Common Parish Council of Sutton & Barlavington – 7th September 2010 
page 1 of 6 

anticipated bad weather WSCC Highways will deliver sacks of grit to strategic 
 
areas. Milland Parish Council (Hants) has been the guinea pig of this grit provision 
 
 
programme. The clerk has contacted Lorraine Grocott, clerk to Milland Parish 
 
council. The Chairman of the Parish Council does not want grit boxes throughout 
 
the Parish and WSCC have agreed to deliver sacks of grit during bad weather, 
 
however they have concerns re who puts the grit on the road (timing issues and how   
much – Who is responsible to ensure the road is not damaged), how does the parish 
 
 
council prevent the general public taking it for their own drives etc. The local rural 
 
parishes around Milland are meeting on Wednesday night and Milland Parish 
 
Council are meeting on Thursday night. The clerk of Milland Parish Council will 
 
update the clerk on Friday. Please see New Correspondence – Agenda item 14a) 
 
below. 
 
Clerk 
It was AGREED that 2 additional grit boxes would be purchased by the clerk. One 
 
will be located and the grass verge near Greenfields and the other near the pub. 
 
 
 
d. 
Barlavington Fingerpost – The total cost of the restoration is £890 plus VAT. The 
 
Parish council has received £178.00 from WSCC being 40% of the grant awarded 
 
 
to the fingerpost restoration. (Total grant from WSCC is 50% of the costs namely 
 
£445, the remaining £267 will be paid on completion of the work). The clerk has 
 
submitted the grant application to CDC for up to 50% of the cost of the fingerpost 
 
estimate.  
 
e. 
Website – Outstanding 
 
 
f. 
To discuss any matters arising not dealt with elsewhere on the Agenda - None 
 
 
 
73.10 Agenda item No. 6-   COUNTY COUNCILLOR’S REPORT  
 
i) Chief Executive of WSCC has been removed due to lack of Confidence by the members.   
One of the senior directors has been appointed on an interim basis. He has already removed    
8 senior employees saving the WSCC £1.8m per year. 
 
ii) Area Cost adjustment issue – Michael Brown and Louise Goldsmith had a meeting with   
Bob Neil, government minster. He neither throughout or support any of the demands made   
by C.Cllr Brown.  However actions from  government since the meeting are not promising.   
Examples  
 
 
a)  Concessionary Bus Scheme (run by District and Borough Councils)for the over 60’s   
which receives £12.2m  per  year from  central  government  will be reduced to  £8.6m   
when it transfers to County Councils next year.  
 
b)  Cost  Adjuster  –  In  the  past  there  has  been  a  positive  floor  to  the  cost  Adjustment   
calculation.  This  year  it  increased  by  1.5%  increase,  compared  to  an  RPI  was  3%,    
therefore resulting in a real reduction. Dorset 7.9%, Lancashire gets 11%. The floor   
is being abolished, therefore in the future they will be able to claw back funds. 
 
iii)  Horncroft  –  This  has  been  delayed  until  additional  information  has  been  submitted.   
C.Cllr Brown is  keen to meet  with  the Steering  Committee to discuss the WSCC Planning   
meeting. 
 
 
iv) Speeding Cuts – Following the spending review there will be substantial cuts. The cuts   
will be between 25-40% cuts to the Government grants. WSCC working on a 35% cut which   
is £90m spread over 4 years, taking affect from 1 April 2011. In the Year 2011/12 looking to   
take out £50m. Trying to front load the cuts. 
 
 
 
 
74.10 Agenda item No. 7 -   DISTRICT COUNCILLOR’S REPORT 
 
CDC  Financial  Review  –  CDC  have  an  all  day  meeting  on  30  September  to  discuss  the   
necessary  financial  cuts.  There  are  ways  to  make  money  by  building  houses  but  then  the   
infrastructure is not there to support the housing. 
 
 
 
 
Red Bins – Will be able to use the red bins for glass from 2011. 
 
 
 
The Common Parish Council of Sutton & Barlavington – 7th September 2010 
page 2 of 6 

The Grange – The possible loss of the Day Centre at the Grange is not a popular move by   
WSCC.  CDC  has  committed  themselves  to  contribute  to  the  rebuild  of  the  Grange.  A    
number of parish councils are against the rebuild of the Grange. 5 out of 6 of D.Cllr’s Parish   
Councils  in  his  area.  The    D.Cllr’s  idea  is  to  divert  the  promised  funds  from  the  Grange   
project to community centres. Community centres should be able to provide sport facilities   
including indoor bowls, and meals for the elderly, meeting rooms for tele-medicine, a stage   
for productions . It brings the communities together.  
 
 
 
 
Grants  – Although there is  no money at  present, CDC (Wellbeing) are logging interest  for   
any projects that would need funding. One quote is required to be put on the list for projects 
 
 
 
75.10 Agenda item No. 8-   Local Development Framework 
 
 
Nothing to report -  Item to be removed from future Agendas. 
 
 
 
76.10 Agenda item No.9 – Highways and Footpaths  
 
FOOTPATHS – 
 
i)  The clerk is to obtain clarification from Graham West on who is responsible for the 
Clerk 
 
upkeep of the surface of the footpaths and cutting back the vegetation (namely 
 
WSCC or landowner). 
 
ii)  The Croft – Cllr Owen will write a letter to the owners of The Croft requesting them 
G.Owen 
to trim back the hedge on the corner opposite the letterbox. 
 
 
 
 
The Parish Council has received notification of the temporary closure for one 
 
footpath in the parish.  
 
1. 
From 6th September 2010 Public Bridleway 748 (Horncroft to Sutton) re 
 
Clearance work (closure for 21 days and s further closure notice will follow)  
 
 
 
 
 
 
77.10  Agenda item No.10 – Horncroft 
 
WSCC are still awaiting information from the Agents of the Barlavington Estate. Once this   
information is received it is likely that another public consultation will follow. There are two   
WSCC Planning Committee meetings in November, 2nd and 30th. And then the next planning    
committee meeting is 17 January 2011. 
 
 
 
78.10 Agenda item No.11 – REVIEW OF STANDING ORDERS – To be postponed 
 
until the November meeting 
 
 
 
 
79.10 Agenda Item No. 12 – Name of Council 
 
At the Parish Council meeting in March, Cllr Owen has raised the issue of possibly changing   
the name of the Parish Council to The Parish Council of Sutton & Barlavington. The clerk 
 
contacted Peter Buglass at CDC, who  having had a quick look at  the Parish Council/ 
 
Community Governance Review document sent the following email. 
 
 
 
“In 2007 the respective charges to Parishes were Barlavington £126 and Sutton was   
charged £141 (both as uncontested Parish elections) 
 
 
If this were one parish (unwarded) the charges would be reduced to approximately 
 
 
150 - this would be based on an increased electorate but a reduced cost for notices 
 
and returning officer fee. 
 
 
I'm attaching (a rather lengthy) document produced regarding Community 
 
Govenance Reviews.  Briefly, if the request comes from electors (less than 500 
 
 
registered Electors) 50% of the electorate would need to petition the District Council   
to carry out a review.  This would be considered by the Boundary Review Panel and 
 
The Common Parish Council of Sutton & Barlavington – 7th September 2010 
page 3 of 6 

ultimately the District Council would decide whether or not to allow any changes to 
 
be made and it would also need to create an order to implement any changes - 
 
 
create/abolish existing Parishes set number of Councillors etc.  If the request comes 
 
directly from the Parish Council then the District Council will need to consider if a 
 
review is necessary and take the request forward.  In any case, if the review goes 
 
ahead the DC <<Guidance on community governance reviews.pdf>> needs to 
 
create a procedure which will involve consultations and reports to and fro….  (The 
 
 
usual sort of thing) with further consultations etc etc.” 
 
 
 
Cllr Owen has reviewed the document and extracted the relevant section. His interpretation 
 
 
of Section 4 part 106 – 111, allows the Parish council to change it’s name.  
 
 
The Clerk has contacted CDC again and Peter Buglass is no longer at Electoral Services. Jo 
 
Timms is now looking into the issue. CDC has not had a change of name for a Parish 
 
Council and therefore she will talk to a neighbouring District Council to find out the 
 
 
mechanics. She believes that the process will take at least a year. The clerk said that the aim 
 
of the exercise was to remove the financial burden of having 2 parishes and making one 
 
parish council. The clerk gave an example of that the name may change from The Common 
 
Parish Council of Sutton & Barlavington to The Parish Council of Sutton & Barlavington. 
 
The name change is possible, however it is a long process and will result in the Parishes of 
 
 
Sutton and the Parish of Barlavington being dissolved and a new Parish of Sutton & 
 
Barlavington being created. A petition will need to be submitted to CDC showing that at 
 
least 50% of parishioners on the electoral role for each parish agree to (i) the change of name   
and (ii) the change from a warded parish to an unwarded parish. On receipt of the petition 
 
the District Council would convene a meeting of the Boundary Review Panel to discuss the 
 
 
review, a recommendation would then go to the Full Council meeting to resolve that the 
 
review be undertaken by the Boundary Review Panel. 
 
 
Depending on when the Council received the petition and when a meeting of the Boundary 
 
Review Panel was convened the next Full Council meeting that it could go to would be the 
 
 
December meeting.  If Full Council resolved to undertake the review, the District Council 
 
would have 12 months to complete the review from the date of the resolution. 
 
 
It was AGREED that the clerk would prepare a petition, that the chairman would ask 
 
 
parishioners is anyone would like a public meeting to debate the issue and that the 
 
councillors would circulate the petition. 
 
 
 
 
80.10 Agenda item No.13- NEW PLANNING APPLICATIONS AND NOTIFICATION   
OF RECENT DECISIONS 
 
a)  Planning appendix  
 
b)  Delay in response by CDC Planning department leading to an appeal being  
 
triggered – Update from Cllr Pontin re his letter to CDC. Cllr Pontin has sent a letter   J.Pontin 
to CDC, however he has not yet received a reply. He will chase and forward a copy 
 
of the original letter to the clerk for circulation. 
 
c)  Other issues – D.Cllr Elliott provided an update on the enforcement issue at The 
 
Croft. The family located in the stables are awaiting to vacate the property. The 
 
building in question should be a rest room for the groom. D.Cllr Elliott to check if 
 
D.Cllr Elliott 
the Enforcement Officer and the Ratings Officer have been to visit the property. 
 
 
 
81.10 Agenda item 14-   NEW CORRESPONDENCE 
 
a)  WSCC Winter service: Guidance on preparing a Local Winter Management   
Plan – following the Snow Summit one of the outcomes was to review current 
 
 
winter service arrangements and explore how WSCC could better support local 
 
The Common Parish Council of Sutton & Barlavington – 7th September 2010 
page 4 of 6 

communities. To this end it is recommended that local councils prepare their own   
winter management plan. A pack has been provided which is targets at more rural  N.Young 
settlements. As part of the winter Management plan the parish council is asked to 
provide key locations where we think grit bags should be located as well as 
details as to how we would manage the salt locally. WSCC will consider all 
requests. 
b)  West Sussex Fire & Rescue Service – draft Service Plan 2011-12 
consultation – deadline 8/10/10. Cllr Young to review and submit comments 
 

82.10 Agenda item No. 15 -  FINANCE 
a) To approve accounts for payment:- 
Hall Hire - Parish Council meeting - 
Sutton Village Hall
7/9/10
£17.00
£17.00
 
b)  To approve the Clerk’s salary, and expenses 
Salary for September 2010 
LCP 1 Scale 23 (per SALC payment Schedule)
£10.498 per Hour
Number of weeks in month (4 weeks and 2 days)
4.29
Total number of hours Contracted to work in September 2010
17.14
 Salary in September 2010
£179.97  
Salary for October 2010 
LCP Scale 20 (per SALC payment Schedule)
£10.498 per Hour
Number of weeks in month (4 weeks & 3 days)
4.43
Total number of hours contracted to work in October
17.71
Salary for October 2010
£185.96  
Expenses for September 2010 
Date
Details
Reason
Cost ex 
VAT (£) Cost Inc 
VAT (£)
VAT (£)
13/7/10 Baby sitting
Parish Council 
24.00
meeting 13/7/10
24.00
 
 
Cllr. A.Gillam  PROPOSED and  
Cllr. A.Pratt SECONDED the motion (15 a&b) 
 
c.  To  approve  Income  &  Expenditure  Reports,  bank  reconciliation  and  the 
Actual v Budget overview for the period ended 31 August 2010 
d.  Bank Mandate – Per discusses at the last meeting the Bank mandate has been 
completed  for  the  following  Parish  Councillors  to  become/continue  to  be 
signatories on the NatWest Bank accounts:- 
Gordon Owen, Norman Young, Anthea Pratt, Joy Mayes and Anna Gillam 
 
 
The Common Parish Council of Sutton & Barlavington – 7th September 2010 
page 5 of 6 

83.10 Agenda item No. 16 -  DATE AND TIME OF NEXT PARISH COUNCIL 
MEETING 
 
The  next  Parish  Council  Meeting  will  be  TUESDAY  9th  November  2010  at  7.00  pm,  in 
Sutton Village Hall.  
 
CLOSURE OF MEETING 
The Common Parish Council of Sutton & Barlavington meeting closed at 8.45pm. 
 Signed: 
APPROVED AT MEETING ON 7/11/10 & SIGNED BY  THE CHAIRMAN                                                                      
 
 
Cllr G.Owen                                                                                                     Date: 7/11/10 
Chairman of  The Common Parish Council of Sutton & Barlavington 
 
18th October 2010, Louise Collis, Clerk to The Common Parish Council of Sutton & Barlavington 
 
 
 
The Common Parish Council of Sutton & Barlavington – 7th September 2010 
page 6 of 6