1

Present:

Cllr William Godman-Dorington Chairman

Cllr Paul Cluse Vice Chairman

Cllr Martin Buckley

Cllr Hilary Major

Cllr Maggie Paterson

Cllr Terry Davy

Cllr Lawrence Paine

Cllr Rosemary Robson

In attendance:

Lt Col Leslie G A Clarke Parish Clerk

5 members of the public were present.

No apologies for attendance were received.

No Members declared any Personal or Prejudicial interest in

respect of any agenda item.

The Minutes of the previous meeting held on 12 Jan 09, having

been previously distributed, were accepted as a true record and

signed by the Chairman.

Recreational Ground and Social Club

Background

At the 12 May 08 meeting (Minute 9c refers) Cllr Major reported

that she would find out how the previous years accounts could be

submitted.

At the 10 Nov 08 meeting (Minute 4a refers) Members noted the

2

Clerk had discussed the issue with the Internal Auditor and was

arranging a follow up meeting to explore the further progress

required.

9 Mar 09

Members noted that the Clerk and Cllr Major are meeting the

Internal Auditor on Fri 13 Mar 09 and will report in writing to

Members following that meeting.

Members also noted that the outstanding accounts had been

submitted and that comment is awaited from the Charity

Commissioners.

Parish Council Assets Register

At the 12 Jan 09 meeting (Minute 18 refers) the Clerk was asked

to investigate the existence of an Assets Register.

The Clerk reported that the Assets Register did not conform to the

proper format and undertook re-format the Register and to submit

it to the next Parish Council for comment.

Bus Shelter Provision

Background

At the 12 Jan 09 meeting (Minute 19 refers) Cllr Major reported

that she had found that a second hand plastic structure bus

shelter, at a cost of £100 to £1,000, was available to the Council

whereas a rustic one would cost in the order of £2,000 to £3,000.

The Council was urged not to dismiss the plastic shelter out of

hand as it would be far less intrusive and less costly to maintain.

At the same meeting Cllr Pemberton cautioned about vandalism to

the plastic shelter and also agreed to provide Cllr Major with

information on the availability of funding for bus shelters.

At the same meeting the Chairman advised that he was waiting for

an estimate for the cost of rustic wooden shelter when a decision

as to its cost effectiveness would have to made.

It would also be necessary to check whether or not it was

obligatory to provide a bus shelter if one was requested.

The Chairman advised the meeting that he had received an initial

estimate for a rustic version at a cost of £3,500.000.

9 Mar 09

It was AGREED the issue should be placed on the agenda for the

Annual Parish meeting.

Parish Plan

Background

At the 12 Jan 09 Meeting (Minute 22 refers) Cllr Paine reminded

Members that the present Parish Plan was published in 2005 and

asked if it was time that it was brought up to date.

Cllr Elliott, CDC, suggested that the whole Plan need not be

reviewed immediately but that it was important that the most

important points made in the Plan be reviewed and confirmed and

that CDC be advised accordingly.

At the same meeting the Chairman asked for a volunteer to

undertake the task. Cllrs Patterson, Robson & Major said they

would take on the task.

3

9 Mar 09

Cllrs Paterson, Robson and Major produced and distributed to all

present a "Progress and Update 2009".

No issues were raised under this agenda heading.

In the absence of a Police Representative no report was received.

In the absence of the District Councillor no report was received.

In the absence of the County Councillor no report was received.

Backgound

At the 12 Jan 09 meeting (Minute9 refers) Cllr Major reported that

she had been in discussions with Mr Irving, CDC, who is

investigating other possible sites and hoping to come up with

definitive ideas to move the project forward. He had summarised

difficulties which would make the Leesield site difficult to progress.

Cllr Major was concerned that if reserving Leesfield as a last

resort, the housing enabler must then consider both the other

options equally. At the present time he is only considering one and

that, at least at one stage, was the Parish Council's least favoured

option.

At the same meeting the Chairman reported that he had spoken to

the owners of the War Memorial site who would not be drawn on

the issue and required a number of assurances about the future.

It was also agreed, at the same meeting, that a sub committee,

comprising Cllrs Buckley, Cluse and Robson, plus Cllr Elliott, CDC,

should meet to progress the issue as soon as possible and

endeavour to report back to the next Parish Council meeting.

It was reported that CDC have concerns about the Leesfield site

which whilst it has not been finally ruled out is very much on the

back burner. Alternative sites are being examined or re-examined

and it is hoped, by CDC, that a proposal would be available within

a few weeks.

9 Mar 09

It was AGREED that CDC should be asked to attend the Annual

Parish Meeting to present a report and their recommendations.

Members considered and observed on Planning Applications as

follows:

New Applications

4

G/09/00657/DOM

Mr And Mrs L Gooding

15 Guillods Cottages Graffham, Petworth West Sussex

Loft conversion and rear extension for staircase.

O.S. Grid Ref. 492822/117374

Observation

No objection in principle, however the Council is concerned that

the cladding to be used is appropriate and should be of cedar.

G/09/0461/DOM

Mr and Mrs Uphill

Summerfield Cottage, The Street, Graffham ,West Sussex

Proposed vehicle access and parking and turning area.

Observation

No objection but wished that conditions should be imposed

regarding lorry traffic servicing the site. Constraints must be

imposed on lorries attending the site especially during the hours

that coincide with the opening and closing of the school. The lorry

owners should also be directed to ensure that any mud they place

on the roadway is removed immediately.

Determined Application

G/08/04979/DOM

Ms Caroline Coucher

The Old Orchard The Street Graffham Petworth West Sussex

GU28 0QA

Construction of new first floor extension and alterations to create

two storey dwelling over existing single storey dwelling with loft

conversion. Construction of replacement single storey garage.

PERMIT

G/08/04983/DOM

Mr And Mrs L Gooding

15 Guillods Cottages Graffham Petworth West Sussex GU28 0NR

Loft conversion and rear extension for staircase.

WITHDRAWN

Path Watch

The Path Watch System is still working well and the Police have

caught some offenders.

East Sussex and Hants are adopting the system.

The radio that the Parish Council is purchasing has arrived and is

to be included on the Council's Assets Register.

The Chairman reported that a meeting is to be held next week to

allocate the radio.

Rural Health Check

Information on the numbers and needs of older people is being

collected by Sylvia Smith of the DNA.

Recreation Ground

It was reported that dog walkers were persistently allowing their

dogs to foul the Recreation Ground and not taking dog litter, which

should not placed in litter bins, but taken home for disposal.

5

The Clerk was asked to write a letter to the Parish Newsletter

appealing to dog owners to take their litter home for disposal which

he was asked to action within a week.

A circulation file was distributed.

Invoices Paid Out of Committee NIL

Invoices for Payment

Members AGREED the payment of Invoices as follows:

£

HMCR - PAYE 221.80

Empire Hall - Room Hire Dec 07 - Mar 08 75.00

Jul - Oct 08 75.00

Nov08 - Jan 09 87.50

Clerk's Salary and Expenses Feb - Mar 09

Postage 18.12

Photocopying 8.60

Telephone Rental 2 months @ £8.85 17.00

Use of Home as Office 2 months @ £15.00 30.00

Travel 2 journeys of 26 miles @ 54.4p per mile 14.40

Salary (Less PAYE) Feb/Mar 98 303.12

Total Salary & Expenses Dec 08 - Jan 09 391.94

Pay Roll Management

Clerk reported and asked Members to consider whether they were

willing to pay a Pay Roll Management fee of £115.00 per annum

for the employment of a Pay Roll Manager.

The Chairman AGREED to provide details of an alternative

arrangement.

Members AGREED to defer the issue to the next Council meeting.

Cllr Robson that she would be attending the Tree Law seminar

next week and would report to the Council following attendance.

Members noted that under the Code of Conduct they are required

to keep their Declarations of Interest up to date at all times.

Members were asked to check their Declarations and to advise the

Clerk by the next meeting whether or not they need to be brought

up to date to enable the Clerk to make the necessary return to

CDC.

Members noted the above Consultation Paper, which is available

on line at the Communities and Local Government website;

6

www.communities.gov.uk.

The Paper invites, they also noted, Parish Councils to submit

comments on the Paper by 12 Mar 09.

Members AGREED that no comment should be submitted.

Members noted a letter received from CAB Chichester and

determined that the Council should not make a donation to the

CAB, Members also noted that no provision has been made in the

current year's precept, or that for 2009/2010 for such a donation

and that such a donation had not been supported at the last

Annual Parish Meeting.

Members noted an application for a Grant received from Victim

Support and determined that the Council should make a donation

to Victim Support.

Members also noted that no provision has been made in the

current year's precept, or that for the year 2009/2010 for such a

donation and were reminded that that it was agreed at the 2008

Annual Parish Meeting that no provision should be made in the

Precept for such a donation.

It was also noted that a donation of £500.00 had been agreed for

the Sussex Air Ambulance and that it should be paid as soon as

possible.

Cllr Major reported that she had had discussion with WSCC

Highways Dept on flooding, potholes and over flowing gullies.

The speeding survey had shown that there is considerable

speeding but unfortunately the results reported the average speed

of several cars.

The issue of damage to the grass verge due to car parking at the

War Memorial was discussed and the idea of placing a "No

Parking" sign on the nearby wall was considered.

It was AGREED the issue should be discussed at the APM.

No issues were raised under this agenda heading.

The Chairman reported that although the Youth Club no longer

existed there were still funds in the account.

It was AGREED that:

 The remaining funds should be held by the Parish Council

and kept in reserve for use by any future Youth Club.

 A list of assets should be prepared which should be

included on the Council's Assets Register.

7

The Chairman reported that the statutory period following the

resignation of Cllr Norton had expired and no one had expressed

an interest in taking up the vacancy, therefore the Council could

co-opt a replacement.

It was AGREED that wreaths should remain on the Memorial for as

long as they remain presentable.

The next meeting is to be held on Mon 11 May 09.