FG85/10/05

Apologies for absence were received and noted from the following Council Members, Mr.D.Bull and Mr.Dye.

FG86/10/05

There were no declarations of interest.

FG87/10/05

It was proposed by Mr.Buckley and seconded by Mr.Senneck and agreed by all present that the Minutes of the Finance & General Purposes Committee Meeting held on Wednesday, 7th September 2005 be accepted as a true and proper record.

FG88/10/05

The Chairman had no announcements.

FG89/10/05

F90/10/05

The Clerk referred to the Members Pack dated 5th October, 2005, containing summaries of the latest financial position of the Council. These documents were duly discussed, agreed by Members present, with the Chairman signing the master document.

The second half of the precept was received in the sum of £94,148.25.

The Clerk would like to propose to Members that the Council apply for a Community Volunteer through the Horsham District Volunteer Centre, who could assist the Clerk in obtaining the vast amount of funding available both through Southwater Action Team and the Parish Council for various community projects highlighted in the parish plan and also the Youth Conference held in November 2004.

Mr.Senneck questioned the types of funding and the amounts available. The Clerk indicated that whilst she did not have the list of funding providers available at the meeting, there was substantial funding available for which Southwater Action Group in particular would be eligible. There was also substantial funding for environmental projects, which could be applied for by Parish Councils. Whilst in the main the Parish Council, as a precepting authority, was ineligible, some grants were available. The current resources available via the Council office did not allow staff time to complete the paperwork involved; that is why the Clerk would suggest a volunteer with relevant business and accounting background to assist the community in achieving the grants when projects were identified either by the Parish Council or Southwater Action Team.

Mr.Senneck indicated that currently Small Town Partnerships were accessing funding. Such funding comes from Europe down through SEEDA/SEERA (both unelected quangos), through to County partnerships (unelected) and onto Town Partnerships (unelected). His view, which he had expressed previously, was that the Parish Council sector was the best placed to administer projects, working in conjunction with community organisations. They were in his opinion the most democratic form of Government which currently existed.

Mr.Clarke asked other members for comment; the general view was that if a suitable volunteer could be sourced, then this would be beneficial to the community as a whole.

This advisory group has written to all parish councils asking for a donation of £35, and in the case of town councils a figure of £100, in order to allow them to continue their work with farmers and landowners in terms of high quality conservational farming practice.

The Council has been approached by the Allotment Association in that they would like a further water trough, the cost of which would be £328.50 approximately excluding VAT. The Association are willing to contribute towards this expenditure. The second issue that the Association wish to raise is the possibility of barbed wire being installed around the perimeter fence of the allotment site in view of the various incidents of vandalism experienced over the last year or so. Council?s insurers advise that it is perfectly acceptable so long as it is visible and thus could not be construed to be a trap.

Mr.Senneck indicated that it was his view and that of another member of Council not present that barbed wire fencing was excessive at this stage, there having been very few incidents to date, but this could be reviewed at some time in the future. Mr.Nagy stated that he felt that the gorse hedging was growing, although in a few areas perhaps further planting was required. Mr.Clarke stated that there had been two or three instances during the summer months of trespassers accessing the allotments, resulting in a loss of vegetables etc. The Clerk indicated that apart from damage to the water shed she was unaware of any major incident involving the allotments.

Mr.Senneck indicated that he felt the request for an additional trough was valid, especially as there were ringfenced funds available. The Clerk was asked to ensure that the allotment rent was attributed to the ringfenced account at year end. Mr.Senneck also indicated that he thought that the installation should take place in the Spring 2006, he could not foresee this being required prior to this period. Mr.Apted felt that the installation of the water had been an overall success. It was noted that currently each allotment holder paid £10-£15 per annum towards the water supply.

Further to previous discussions with Members regarding arrangements for these open days, the Clerk confirmed the various activities organised. However, whilst most had volunteered their services free of charge, there would be some cost involved, to date a figure of £950; however the Clerk would like to have a budget of £1,000 to cover any eventualities.

The Clerk indicated that she anticipated visiting the various businesses within the next week or so in order to gain support for the event as she had received little or not contact from any to date despite a letter from the Traders Association advising them of the proposed opening dates.

Mr.Senneck, on the question of the actual opening, stated that whilst it was wonderful that Snow White and the Seven Dwarfs would be present for the opening he felt that perhaps another dignitary and possibly an elderly resident from the village could actually cut the ribbon with the cast of Snow White in attendance. Members felt that perhaps Mrs.Kitchen, the Leader of the Cabinet of Horsham District Council, could be asked as she had been involved in the project almost from commencement in one way or another. With regard to the elderly resident, the suggestion was made that perhaps Mr.Aubrey Charman could be approached, as his family had one of the longest connections with the village; obviously this would be dependent on his health at the time.

It was also suggested to the Clerk that one of the invited guests should be Sir.Henry Fletcher and Mr.Peter Bond of the Fletcher Trust; this trust being one of the major landowners in the village. The Clerk indicated that she anticipated approximately 100 invited guests would be present at the opening; both of these gentleman would be added to the guest list.

Members at this point suggested various amendments to the wording of the timetable of events. The Clerk indicated that unfortunately she was still unable to obtain someone to open the event on the 17th. Meanwhile Trafalgar Band had indicated that it would play on the 17th between 3.30 pm ? 4.00pm and then lead the community carols. The group would provide all carols sheets. Mr.Senneck suggested that perhaps Rev. Paul Messenger who was part of a Morris Dancing Group could assist; the Clerk to contact Rev.Messenger.

Mrs-Flores Moore indicated that she would be willing to contact Mr.Rooney of Cubitt and West in order try and obtain sponsorship or funding towards the events planned. Mr.Nagy, following a discussion on marketing the various events, indicated that he would be willing to discuss the marketing with the Director of Marketing at Millers as he had one or two ideas, such as posters in all existing shop windows in the village, in order to ensure that villagers were aware of the planned events. Mr.Nagy also questioned whether an Entertainments Licence were required.

F91/10/05

Mrs.Flores Moore asked whether Council was aware of damage to a wall outside the post office within the shopping precinct. Mr.Senneck advised Mrs.Flores Moore that this had been noted and that the various authorities were aware. The damage having been caused by a motorist and not as a result of vandalism.

Mrs.Flores Moore also asked whether investigations were continuing into the skid marks on the Blakes Farm Road section. The Clerk indicated that both Highways and Police had been informed, but that the Council could not at this stage take further action, as it had not been proven which lorries were causing the problems. Some members felt that this was a result of brakes being tested and related to lorries as the axel widths would indicate. The suggestion was made that perhaps these were lorries entering MacFarlanes Distribution Centre.

Mr.Clarke reported the road sign was still in the ditch as previously reported in Porchester Close/Easteds Lane. The Clerk informed Mr.Clarke that again this had been reported to County Highways.

F92/10/05

The Clerk would like to thank the Chairman of Council in relation to the works carried out on behalf of the Council to the exterior of the council office building, at a substantial saving to the taxpayer. Unfortunately, an extra unforeseen event at the weekend had incurred further expenditure of £70 in relation to the clearing of eggs from the windows of the office accommodation, this being the result of anti social behaviour.

The Clerk informed Members that repairs to the existing barrier to this car park would be required, the cost being approximately £400 as quoted by Mr.Reynolds.

F93/10/05

The Clerk confirmed that solicitors are now happy with the Land Registry searches and that the formal adoption papers should be forwarded in the very near future. Mr.Senneck stated that the Council had been negotiating for some eight years and he would be please when the matter was concluded.

The Clerk confirmed that the Council had now lodged a registration claiming title to the piece of land to the rear of housing in Quarry Way.

F94/10/05

The Council have been advised of a Licensing Application in relation to Christ?s Hospital to permit regulated entertainment as follows:-

Plays ? 12:00 hrs to 23:00 hrs

Films ? 12:00 hrs to 23:00 hrs

Indoor Sporting Events ? 07:00 hrs ? 23:00 hrs

Live Music ? 12:00 hrs ? 23.59 hrs

Recorded Music ? 18:00 hrs to 23.59 hrs

Performance of Dance ? 18:00 hrs to 23:59 hrs

Provision of Facilities for Making Music ? 12:00 hrs ? 23:59 hrs

Provision of Facilities for Dancing ? 12:00 hrs ? 23:59 hrs

To permit the sale of alcohol from 12:00 hrs to 01:00 hrs every day of the week

Another application has been received in relation to Christ?s Hospital Common Room to permit regulated entertainment as follows:-

Live Music ? 19:00 hrs to 01:00 hrs

Recorded Music ? 18:00 hrs to 01:00 hrs

Provision of facilities for dancing ? 19:00 hrs to 01:00 hrs

To permit the supply of alcohol from 12:00 hrs to 01:00 hrs

The Clerk has received a complaint about this footpath which runs along the A24 from Easteds Lane towards the north of Blakes Farm Road in that a number of inconsiderate horse riders are allowing their horses to foul the footpath/cycleway. The Clerk has reported this to our local cleansing officer at Horsham District Council who is to look at the pathway and report back on his findings. From the definitive footpath map this pathway is not shown as a bridleway but further investigations may have to take place to ensure that this is the case as the map is slightly unclear.

Mr.Senneck stated that though the footpath was not a cycle way there was a horse walkway alongside the path which should be used by riders but this may not be clear to those using the pathway. Mr.Senneck and Mr.Blanchflower both felt that this was a countryside pursuit and there was little that could be done to avoid such mess on occasions other than signage. Mr.Clarke indicated that the horses had indeed been using the pathway with clear signs of slight damage to the surfacing. Mrs.Flores Moore felt that it was awful that the riders were not taking more care. Having been a horse rider in the past she stated that riders knew very well when a horse would perform and could therefore ensure that this was on a grassed area/horse walkway not the footpath. Mr.Nagy said that he knew the riders were riding two abreast and that this was the cause of the problem. Mrs.Flores Moore said that riders should respect the other users of the area, which also include young children walking and riding bikes.

F95/10/05

The Clerk has been advised that the Senior Playscheme Supervisor will be leaving our employ after half term in October, the employee having gained employment elsewhere. The Clerk proposes to advertise this position locally, but is concerned that if a suitable candidate is not found the play scheme may have to close for a short while. Not only would the scheme be short of a supervisor again, but though there had been promises by local parents of volunteer support this had not materialised. The District Council staff have continued to assist on a weekly basis but this staffing cannot be maintained in the longer term.

The Clerk indicated that an appropriate advertisement would be placed on notice boards etc., but she was hopeful that someone who had shown interest of late might be interested in the position. It may also be possible to link the position with the new sports coach.

West Sussex County Youth Service is to hire the existing reception area at the Leisure Centre on two evenings per week. A meeting to co-ordinate this use is to be held on the 20th October, with all young people attending these sessions being required to enter into a behaviour agreement prior to this use.

Meanwhile the meeting recently cancelled by Youth Service is being rearranged for the 27th October at 3pm. The Council will be represented at this meeting by both the Chairman of Council and the Clerk, other representatives being Senior County Youth Workers, Trevor Beadle Horsham District Council Community Development Manager, Brad Watson County Councillor, Ian Howard Co-Opted Member of Council and Martin Pearson. The Clerk would like therefore to know on what remit both the Chairman and Clerk should enter into discussions. It was felt that there should be open discussions but that no decision should be made without referring the matter back to Council. Mr.Clarke stated that he was of the view that whether or not sharing arrangements could be made between all parties e.g. Youth Service and Churches, the Parish Council should take the lease of the new youth premises not the County Council, and wondered what the peppercorn rent would be and asked the Clerk to clarify this figure prior to the next discussion on the matter. Mr.Senneck said he had understood that the rent was to have been free for a five year period, thereafter at market rents over and above the service charge.

Members also discussed whether or not the Council should be considering asking that the ownership of the Community Building be passed to the Parish Council on behalf of the community as part of planning gain. The Clerk was to discuss this with Martin Pearson at the next opportunity.

F96/10/05

The Clerk indicated concern over the possibility of a member of staff having been in contact with asbestos within the confines of the old shopping precinct when clearing up rubble from a ceiling area. The Clerk indicated to members whilst it is felt that the risk to the employee was minimal, she had asked the District Council to confirm what type of asbestos was in the plasterboard and whether this should have been notified to the Parish Council as employers of the litter warden concerned.

The Clerk was pleased to announce that following the Parish Council?s decision to part fund a Southwater Community Multisports Coach, the District Council have now been successful in obtaining the remainder of the funding required for this position. This position is part time (6 hours per week, £4,000 per annum) anyone wishing to apply should do so through the District Council?s 24 hour recruitment line 01403 215134 or email ^{personnel@horsham.gov.uk.}

F97/10/05

The Clerk presented to Members for authorisation the payment schedule dated 5th October, 2005 amounting to £4121.33 and inclusive of VAT. The motion was proposed by Mr.Apted seconded by Mrs Flores Moore and agreed by all present that the payment schedule dated 5th October, 2005 be accepted and approved.

F98/10/05

The date of the next Finance & General Purposes Meeting will be Wednesday, 2nd November 2005 which is the Special Finance & General Purposes Committee Budgetry Meeting and 9th November, the next Committee Meeting ? all meetings open to the public.