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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 09th MARCH 2011 AT 7.30 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 7.30pm. 
 
 
 
 
16.11 Agenda item No. 1 -  APOLOGIES FOR ABSENCE 
 
 
 
Terry Johnson 
 
 
 
17.11 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. 
 
 
 
 
18.11  Agenda  item  No.3  MINUTES  OF  THE  MEETING  HELD  ON  12th  JANUARY   
2011 The Minutes of the meeting held on  12th JANUARY 2011 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.  Mayes  SECONDED  the    
motion. 
 
 
 
19.11 Agenda item No.5 MATTERS ARISING 
 
a.  Broadband update – Cllr Owen updated the council. WSCC have received funding to 
 
provide broadband to the Sutton Exchange. WSCC have put it out to tender and will 
 
 
keep Cllr Owen informed. 
 
b.  BT Kiosk competition – The clerk has tried to contact BT via email and awaiting a 
 
response 
 
c.  Barlavington Fingerpost –JK Engineering have removed the post to begin restoration 
 
work. The clerk has reminded JK Engineering that the post must read “Barlavington 1”. 
 
 
To date the fingerpost has not been returned and installed. 
 
d.  Website – Outstanding 
 
e.  To discuss any matters arising not dealt with elsewhere on the Agenda 
 
 
 
20.11 Agenda item No. 6-   COUNTY COUNCILLOR’S REPORT  
 
 
i) Budget – The Strategy is in place and voted in, savings of £79m over the next 3 years. 
 
front loaded with a saving of £37m in the first year. The rate of borrowing is currently too 
 
high - £475m, however the rate of increase of borrowing will slow down. 
 
ii) Council tax – no more increases in real terms until at least the next County Council 
 
elections. 
 
 
iii) School funding – There has been a change in the formula for funding. This has affected 
 
the funding for Bury and Fittleworth schools. The pupil premium has been introduced to 
 
£430/ pupil entitled to free meals. The pupil premium for those who has at least one parent 
 
in the armed forces the school will receive £220 per pupil. 
 
The Common Parish Council of Sutton & Barlavington – 9th March 2011 
page 1 of 8 

iv) Inequality of central Government  - C.Cllr Brown met with Bob Neill at Westminster. He   
was sympathetic to the concerns of WSCC. 
 
 
v) Propose merger of the fire services – In order to save £3.5m it s proposed to merge 2 fire 
 
services of West and East Services. There is a two year settlement period and then a 18 
 
months to merge the fire services. It is proposed that there should be a fire transition fund 
 
which could make funds available, at the discretion of a minister, and can the paid back in 
 
the future. 
 
 
vi) Proposal to re-empower County Councils to set business rates – County Councils will 
 
have to relinquish right to receive any government funding (currently 24% of budget 
 
provided by central government). The income from business rates is likely to b greater that 
 
central government funding. It will also mean that Central Government will loose control. 
 
This proposal will require primary legislation and will take at least one year to pass. It is 
 
 
hoped that it will take affect by 2014.  
 
 
 
21.11 Agenda item No. 7 -   DISTRICT COUNCILLOR’S REPORT 
 
) Council Tax – CDC have frozen the council tax for 2011/12, but had to put £133000 in the 
 
budget to balance the books. 
 
 
ii) Job cuts – trying to prevent job cuts and make savings via natural wastage. 
 
iii) Affordable Housing – on average over the last 5 years have built 154 houses per year. 
 
However in the last year only 111 affordable houses have been built.  
 
iv) Localism Bill – CDC are looking into the impact of the bill 
 
v) Planning – King Edward VII Hospital site, a new planning application has been submitted    
by the developers. It is for more than 400 units of which 143 are assisted units. There is also 
 
a Development proposal of more than 300 affordable housing units in Midhurst. This will 
 
result in over 700 units being built with the current infrastructure remaining unchanged. 
 
 
 
22.11 Agenda item No.7 – Highways and Footpaths  
 
 
FOOTPATHS – 
 
i)  Cllr Mayes to report 
 
ii)  Barlavington Estate – Folly Lane overgrown vegetation – The Estate liaised with 
 
WSCC Highways when the lane was closed for road maintenance and carried out the 
 
work during the week beginning 24 January 2011. They have done a good neat job 
 
 
which should satisfy the bus company. 
 
iii) Unsafe tree – At the last Parish Council meeting Cllr Pontin highlighted the unsafe 
 
tree located on the bank "below" Farrs Cottage between their front pedestrian gate 
 
and the Pub. The Cottage is currently let to a family from London (Part time 
 
residents). The clerk has informed WSCC Highways of the issue but has not received    
an update.  
 
iv)  Public Bridleway No 745 - Temporary Closure Notice (Keyzaston Farm towards 
 
Coates Common) - The clerk has contacted WSCC re the temporary closure of the 
 
bridleway following a parishioner informing the clerk that there were no notices up 
 
near Keyzaston Farm (near Sutton End) stating that the Public Bridleway No.745 
 
 
was closed. The lack of notices resulted in riders and horses experiencing some 
 
unpleasant riding conditions. No response from WSCC to date.. 
 
 
 
23.11  Agenda  item  No.8  –  Horncroft  WSCC  have  announced  that  the  planning   
application  will  not  be  heard  by  the  WSCC  Planning  Meeting  in  March  2011  and    
therefore the case will be handed over to the South Downs National Park Authority for   
a decision. A timeline for this process has not been announced.  
 
 
 
24.11   Agenda item No.9 – ANNUAL PARISH MEETING Jim Redwood, Head of 
 
Planning, South Downs National Park Authority, will be the guest speaker for the 
 
 
Annual Parish Meeting. The meeting will be held on Wednesday 20th April at 7pm in 
 
the village hall. 
 
The Common Parish Council of Sutton & Barlavington – 9th March 2011 
page 2 of 8 

 
 
25.11 Agenda item No.10 – MAY ELECTIONS The nomination papers from CDC have 
 
 
been received by Cllr Owen. The deadline for papers to be submitted to CDC is 4th April 
 
2011. Cllr Owen to provided an update 
 
 
 
26.11 Agenda item No.11 – REVIEW OF STANDING ORDERS 
 
To be postponed until the May 2011  meeting 
 
 
 
 
27.11 Agenda item No.12 DECENTRALISATION AND LOCALISM BILL 2010  
 
Cllr Owen and the Clerk were hoping to attend the West Sussex Rural Forum being held on 
 
22 March 2011 re Decentralisation and Localism Bill, however this has been over-
 
subscribed and the 3 spaces have been requested for the Parish Council for the next event 
 
 
covering this issue. The clerk attended a Clerk’s Day on Wednesday 9th March where there 
 
was a brief session on the subject.  
 
 
 
The Localism bill will have a big impact on the Parish Councils, however details are not yet 
 
clear. 
 
 
 
 
 Parish Councillors are encouraged to attend the Localism Bill workshops that are being 
 
arranged by SALC.  
 
 
 
28.11 Agenda item No.13- NEW PLANNING APPLICATIONS AND NOTIFICATION    
OF RECENT DECISIONS 
 
a)  Planning appendix  
 
 
 
29.11  Agenda item 14-   NEW CORRESPONDENCE 
 
 
 
a)  Internal auditor – Internal Audit Engagement letter. The clerk has received the 
 
Engagement letter from WSCC Internal Audit Services. As for last year the fee for 
 
the internal audit will be £150 plus VAT. The appointment was AGREED. The 
 
motion was PROPOSED by Cllr Owen and SECONDED by Cllr Gillam. 
 
b)  NHS – Service Redesign For Quality in West Sussex Consultation Document – 
 
J.Pontin 
Deadline 29 April 2011. Cllr Pontin agreed to review and comment in necessary on 
 
the document.  
 
a)  CDC – Community Buildings/ Facilities audit – Annual update. Cllr Gillam 
A.Gillam / 
agreed complete the form for Sutton and Cllr Mayes agreed to complete the form for 
J.Mayes 
Barlavington.  
 
30.11 Agenda item No. 15 -  FINANCE 
a) To approve accounts for payment:- 
Hall Hire - Planning Commitee meeting - 
Sutton Village Hall
16/2/11
£9.50
Hall Hire - Planning Commitee meeting - 
Sutton Village Hall
3/3/11
£9.50
£19.00
Annual Subscription to Local Council 
SALC
Review
£31.00
 
b)  To approve the Clerk’s salary, and expenses 
The Common Parish Council of Sutton & Barlavington – 9th March 2011 
page 3 of 8 

Salary for March 2011 – Net Total £243.70 
Salary for April 2011 – net Total £179.97 
Expenses for March 2011 
Date
Details
Reason
Cost ex 
VAT (£) Cost Inc 
VAT (£)
VAT (£)
12/1/11 Baby sitting
Parish Council 
20.00
meeting 12/1/11
20.00  
 
The Council AGREED that all the invoices were in order.  Cllr. Pontin PROPOSED and 
Cllr. Owen SECONDED that the above payments be made. 
 
c.  To approve Income & Expenditure Reports, bank reconciliation and the Actual v 
Budget overview for the period ended 28th February 2011 Cllr. Gillam PROPOSED 
and Cllr. Pratt SECONDED the proposal. 
 
d.  2010/ 11 S.137 payments 
 
Organisation
Agreed  2010-11 
payment (£)

Sutton PCC
£250
Barlavington PCC
£200
Sutton Village Hall
£200
Citizens Advice Bureau (CAB)
£20
Sussex Air Ambulance
£150
£820  
 
It was AGREED the s.137 payments agreed at the precept meeting in December 2010. The 
motion was PROPOSED by Cllr Owen and SECONDED by Cllr Mayes. 
 
e. 
Bank Mandate/ Unity Trust Bank – A letter introducing banking services to 
Parish Council. The clerk has spoken to the bank. They offer internet/telephone banking 
to no profit organisations including Parish council. They can offer a triple authorisation 
facility for payments via their website. The clerk would have set up the payment online 
and then 2 Parish Councillors with their unique ID and password would authorise the 
payment. Once the third authorisation has taken place then the payment will be made. A 
single authorisation method could be set up for transfers between accounts held by the 
Parish Council, thereby allowing the clerk to make transfers directly. Deposits are made 
either by the postal service or via a designated post office or a branch of a high street 
bank. Finally the setting up of the account and any change of signatories for the 
accounts only requires the full name and address of the signatories and then the electoral 
role is used to perform all the necessary checks for banking regulations. As the payment 
authorisation system is reliant on broadband it was agreed to revisit the idea once 
broadband is widely available in Sutton & Barlavington. 
 
f. 
Compulsory introduction of PAYE for all Parish Councils – The clerk has 
emailed/set copies to Parish councils re the HMRC guidance note on PAYE for Parish 
Councils.  In summary it will be necessary to register The Common Parish Council of 
sutton & Barlavington for PAYE. This will result in additional costs to the Parish 
Council (namely Employer National insurance contributions (NIC’s)) as the clerk’s tax 
The Common Parish Council of Sutton & Barlavington – 9th March 2011 
page 4 of 8 

and NIC thresholds as used up by another employer. The clerk has spoken to HMRC 
New Employers help desk and they have advised the Parish council that should register 
for PAYE soon after 6/4/11. This is now scheduled into the clerk’s calendar. 
 
g.  External  Audit  -At  the  clerks  networking  day  the  Mazars  will  loose  the  contract  to 
carry out the external audits from 2016. After this date the parish council will be forced 
to go to the market place to have the annual accounts audited. This will see the cost of 
external  audits  increase  substantial.  SALC  are  currently  looking  into  the  impact  on 
small  parish  councils.  The  accountant  present  at  the  meeting  stated  that  a  normal 
commercial audit costs approx £1700
 
15.11 Agenda item No. 15 -  DATE AND TIME OF NEXT PARISH COUNCIL 
MEETING 
 
DATE AND TIME OF NEXT PARISH COUNCIL MEETING – Wednesday  18th May 
2011 – 7.30pm 
 
CLOSURE OF MEETING 
The Common Parish Council of Sutton & Barlavington meeting closed at 9.30pm. 
 Signed: 
 
APPROVED AT MEETING ON 18/05/11 & SIGNED BY  THE CHAIRMAN                                                                      
 
 
Cllr G.Owen                                                                                                     Date:18/05/11 
Chairman of  The Common Parish Council of Sutton & Barlavington 
20th March 2011, Louise Collis, Clerk to The Common Parish Council of Sutton & Barlavington   
 
The Common Parish Council of Sutton & Barlavington – 9th March 2011 
page 5 of 8 

THE COMMON PARISH COUNCIL OF SUTTON & BARLAVINGTON - PLANNING APPLICATIONS AND DECISIONS 
  12 January 2011-9 March 2011 
APPLICATION 
APPLICANT 
WEEKLY  CLOSING 
S&BPC 
CDC 
DECISION 
NO. 
DATE 
LIST 
COMMENTS 
DECISION 
DATE 
SN/10/04339/LBC  Dr And Mrs Gibbon, Sutton Court Farm House 
29/9/10 
20/10/10 
Support 
 
 
 
Barlavington Lane Sutton- Dismantling and re-erection 
of Pig pen walls using retained materials. 
BV/10/04307/FUL  Crouch Farm Reservoir 
27/10/10 
18/11/10 
Parish Council wish CDC  
Permit 
12/1/11 
 
Field To The North Of Alder Copse Crouch Farm 
to ensure that the two 
Barlavington 
streams are not affected 
Reservoir for agricultural use, deepening of existing 
and if they are then the 
drainage ditches and new farm access track. 
Parish Council want it 
 
noted by CDC that there 
would be some intervention 
by CDC to stop the filling 
of the Reservoir in such an 
event.  
 
The Parish Council also 
wish to ensure that there 
would never be a situation 
when the Reservoir could 
be used for commercial 
fishing. 
BV/10/05343/FUL  Realmpark Healthcare (Petworth) Ltd, Barlavington 
9/12/10 
22/12/10 
Support 
Permit 
19/1/11 
 
Manor Burton Park Road Barlavington - To omit the 
previously approved (BV/05/02604/FUL) plot 3 and 4, 1 
and 2 no. bedroom bungalows and replace with 1 no. 
(plot 4) 2 bedroom bungalow.  
The Common Parish Council of Sutton & Barlavington – 9th March 2011 
page 6 of 8 

APPLICATION 
APPLICANT 
WEEKLY  CLOSING 
S&BPC 
CDC 
DECISION 
NO. 
DATE 
LIST 
COMMENTS 
DECISION 
DATE 
SN/11/00063/LBC  Mr David Neave, 515A Barlavington Lane, Sutton - 
26/1/11 
15/2/11 
Support 
Permit 
9/2/11 
 
Demolition of  existing rear two storey extension and 
construction of replacement rear two storey extension. 
BV/11/00453/DOM  Mr John Considine, Mole End Cottage Burton Park 
9/2/11 
2/3/11 
Support 
 
 
 
Road Barlavington Petworth Side extension (1.5 floor 
levels) for additional reception room and mezzanine 
level bedroom. Also additional first floor en-suite 
bathroom extension over existing utility room. 
BV/11/00315/DOM  Mr And Mrs Parkes, Burton Mill Cottages Burton Park 
16/2/11 
9/3/11 
No comment 
 
 
 
Road Barlavington - Loft extension and associated 
internal works. 
SN/11/00217/FUL 
Mr Ned Mersey, Keyzaston Farm House The Street 
2/3/11 
23/3/11 
 
 
 
 
Sutton Pulborough Demolition of disused steel framed 
farm building. Erection of oak framed garage with 
hayloft store and stable block. 
 
The Common Parish Council of Sutton & Barlavington – 9th March 2011 
page 7 of 8 

THE COMMON PARISH COUNCIL OF SUTTON & BARLAVINGTON
SUMMARY OF RECEIPTS AND PAYMENTS ACCOUNTS
PERIOD ENDED 28 FEBRUARY 2011
Year ended
Year ended
31/03/2010
28/02/2011
£
£
Receipts
£3,500.00
Precept
£5,800.00
£0.00
Repayment of bank charges
£0.00
£15.56
Bank interest/ Other
£189.83
£0.00
VAT recovered
£88.80
£3,515.56
Total Receipts
£6,078.63
Payments
£1,105.01
General Administration
£1,035.29
£79.45
Computer costs
£40.20
£2,137.43
Employee costs
£2,134.84
£101.01
Subscriptions
£113.65
£313.50
Hire of Hall
£187.75
£0.00
Training
£0.00
-
Horncroft
£20.34
-
Village maintenance
£50.10
£5.00
Notice Board/ bin/ Grit boxes
£501.60
£890.00
S.137 Payments
£0.00
£0.00
Election Expenses
£0.00
£58.57
VAT
£149.41
£4,689.97
Total Payments
£4,233.18
Receipts and payments summary
£4,258.97
Balance b/f 1st April
£3,084.56
£3,515.56
Add total receipts
£6,078.63
£7,774.53
£9,163.19
-£4,689.97
Less: Total payments
-£4,233.18
£3,084.56
Carried forward balance
£4,930.01
These Cumulative Funds are represented by:
Current Account Nat.West Bank plc
£3,265.32
Bonus Saver Account Nat West Bank plc
£1,875.58
£5,140.90
Less: unpresented cheques 
-£210.89
£4,930.01
 
The Common Parish Council of Sutton & Barlavington – 9th March 2011 
page 8 of 8