April 2021 Parish Council meeting – Action Points from meeting

Minutes Parish Council meetings - Minutes & Agendas Uploaded on April 26, 2021

Present: Jane Claxton (JC) Chair, Kerry Coughtrey (KC) , Mike Allin (MA), David Brittain (DB), Tony Broughton (TB), Robin Dunstan (RD), Lee Scott (LS), Sally Tanner (ST) & Chris Welfare (CW)

In attendance: County Janet Duncton (JD), Alan Sutton (AS), Louise Collis (Clerk)

Outstanding Action points – May 2020 – December 2020 Parish Council meeting

Agenda Item		Councillor	Due Date	Completed
14 – External Bodies (May 2020)	Formation of local Parish Councils Meetings – Gauge interest with other councils	JC/Clerk	On going	Clerk has set up a what’s app group for clerks – Bury, Sutton & Barlavington, Duncton & Fittleworth
34- Finance Current Year (May 2020)	CW to submit claim for Neighbourhood Plan Grant	CW	By Next meeting	In Progress. CW to submit – ongoing
16- Health & Safety Reports (June 2020)	Millennium Arch – Clerk to get 3 quote for structural inspection	Clerk	Ongoing	JC/MA to discuss prior to next meeting – JC to contact Oakmasters once a clearer Traffic calming proposal as been agreed with the 2020 Consultants
7 – BT Phonebox Near The Swan (Aug 2020)	Repainting of phonebox by BT	Clerk	Ongoing	BT Openreach have added the phonebox to the 2021 painting schedule. Clerk to monitor
10c)- Working Groups (Sept 2020)	Communications Working Group Data Protection Officer –The clerk will look into options for a third party data protection officer	Clerk	Ongoing
10c)- Working Groups (Sept 2020)	Communications Working Group Update Privacy Statement to cover all areas – not just data held in relation to the website. The Clerk will update the Policy for review and approval.	Clerk	Ongoing
10d iii) Finance – Drainage report (Nov 2020)	Commission drainage survey for network of drains from top of Lower Street to River	Planning Committee	Ongoing	January 2021 update – Scope of work has been agreed by the Planning Committee and LS to approach 3 companies for a quote for the work. √Quotes received and contractor approved at April PC meeting.
11h)i) – Working Groups – Playground Maintenance (Nov 2020)	· Loose/ missing post caps / slats on fencing (finger trapping risk) Repair & Monitor for any further deterioration · Worn swing chain (cradle seat) to monitor and to replace when 40% worn · Outdoor Fitness Equipment – Skier – The weld(s) on this item have failed. · Table tennis net – welding required · Vandalism – Table Tennis fire damage – Youth Area – Mick Foote to repair	Clerk/MF R. Levett/ Clerk Mick Foote Mick Foote Mick Foote	Ongoing Quote received/ Ongoing Ongoing Ongoing Ongoing	To be carried out shortly √Quote received & Made2Play instructed. Per Made2Play email dated 12/3/21 work to be carried out once part received

Outstanding Action points –January 2021 Parish Council meeting

Agenda Item		Councillor	Due Date	Completed
13 d)ii). Finance – Other	Update Mandate for Signatories Clerk to add JC& TB to be added as signatories on the Parish Council bank accounts	Clerk	ASAP
14. Working Groups -h) – Footpaths	Clerk to investigate who is legal responsible where the parish council have reported to WSCC via Love West Sussex a tree issue on a footpath and then someone is injured by the tree	Clerk	ASAP
16. Health & Safety Updates c) Bowls Pavilion	New legislation · Fire Extinguishers in buildings · Requirement for annual checks for Exit/ fire signs in buildings Clerk to add requirements to the compliance schedule	Clerk	ASAP

Outstanding Action points –February 2021 Parish Council meeting

Agenda Item

Councillor

Due Date

Completed

3) – County Councillor report

Road issues

Repaired sunken manhole cover near the A283/Hesworth Lane junction has started to sink again. JD to report to WSS Highways. Clerk to monitor.

JD/Clerk

ongoing

Reported by JD on 12/3/21. Clerk to monitor

14. Working Groups -d) iii) – Birchwalks Woods Maintenance

MA to look into CDC Tree Planting Scheme for Birchwalks wood – possibly replace birch for mixed woodland trees. MA to discuss with Bob Epson during survey.

April

Outstanding Action points –March 2021 Parish Council meeting

Agenda Item		Councillor	Due Date	Completed
3) – County Councillor report	Road issues JD to request a second engineer be sent out to look into the constant stream running onto the road on the A283 near Hesworth Common & Little Bognor Clerk to monitor.	JD/Clerk	ongoing	Clerk to monitor
8. Review and Update Financial Regulations & Scheme of Delegation	The clerk will update the documents on the website to reflect the review.	Clerk	ASAP
9. Cycle trail Hesworth Common	additional signage for the rules of Hesworth Common be placed on St Mary’s Drive	Hesworth Management Committee	ongoing
11. Urgent Items – Fittleworth Stores Marque	Cricket will resume at the start of May. the licence for the Marque to end on 30 April 2021. Clerk to inform Shop committee	Clerk	ASAP	√ Email sent 17/3/21
12. Planning – Fittleworth Stores application	Recreation Ground Charity meeting · Review lease to determine whether or not the proposed extension is outside the “red line” in respect of the agreed rights to build on the Recreation Ground · Review annual rent – achieve best value for rate payer	RGC RGC / Mick Foote	April April	√ Mick Foote has provided increased rent proposal

Agenda Item		Councillor	Due Date	Completed
3) – County Councillor report	Road issues JD to respond to query re any potential schemes to reduce traffic flows between South Coast and Crawley/Gatwick as a result of people moving to south coast but still working in Crawley/Gatwick	JD/Clerk	ongoing	√ Email sent JD on 20/4 /21. Initial response from JD received on 20/4/21. To contact cabinet members for further answers. Clerk to monitor
4) – District Councillor report	Inward Investment grants Project in Petworth for share office space in the old Bakery building. Request for more information about funding available for such a project. Clerk to email AS for information and introduction to the Economic Development Team.	AS/Clerk	ongoing	√ Email sent AS on 20/4/21. Clerk to monitor
5) – Public Questions	Out of control brambles growing on the allotments behind Greatpin Croft. Clerk to email AS who will forward concerns to Hyde Martlet who own the Allotments and request the brambles are dealt with.	AS/Clerk	ongoing	√ Email sent AS on 20/4/21. Clerk to monitor
7) – Bowls club pavilion	MA to attend Roll up meeting on 20/4/21 to discuss lease/maintenance issues	MA	20/4/21	√ MA attended and reported back to clerk
8) – Sports pavilion	Sports Pavilion – Inappropriate storage of Equipment RD to check gaol posts moved and stored away from wall (as this was allowing access to roof space)	RD	ASAP
10) Consultations	WSCC Post-16 Transport Policy Statement Consultation – Deadline 25/4/21- Discussed at Planning committee meeting on 15/4/21 – LS to submit comments.	LS	25/4/21
12c) Finance – Tree Survey	Tree survey – Hesworth Common & Triangle – to be carried out Tree survey – Recreation Ground – MA to arrange separately	MA MA	Due 13//5/21 Ongoing
12d) Finance – other	Neighbourhood Plan grant application – CW to submit	CW	ASAP
12d) Finance – other	Speed gun – Clerk to investigate insurance cover	CW	ASAP
13) b)iii) Working Groups Traffic	2020 Consultants – Clerk to send boundary map to ST for meeting	Clerk	ASAP