MINUTES OF THE ANNUAL MEETING OF WHATLINGTON PARISH COUNCIL
HELD ON THURSDAY 31st MAY 2012 IN THE VILLAGE HALL AT 7.30pm
PRESENT:- Councillors, Apthorp, Eade, Fisher, Moore and Underhill
County Councillor Field
1) ELECTION OF CHAIRMAN
Councillor Fisher was nominated by Councillor Underhill seconded by Councillor Apthorp..
The Chairman then signed the Declaration of Acceptance of Office form and took the Chair.
2) ELECTION OF VICE CHAIRMAN
Councillor Underhill was nominated by Councillor Fisher and seconded by Councillor Eade
3) OPEN SESSION / ITEMS FOR INFORMATION ONLY
There were 5 Local Government Electors attending.
The owner of 4 Woodmans Cottages spoke regarding agenda item 8a he thanked the clerk and
councillor Eade for their help in arranging for the telegraph pole to be moved on the 20th June and for
obtaining from Freedom a promise that they will deal with the compensation payment within the next
The owner of Kinica spoke regarding agenda item 8d regarding non-compliance with planning
conditions. He has telephoned the Enforcement Department several times to discuss this, left
messages but no one has returned his call. The clerk advised that the council have received several
complaints regarding the non-compliance, which is now two years, and these have been reported to
the Enforcement Department. The clerk wrote recently as another complaint had been received
asking why no action has been taken. The clerk was asked to contact the Enforcement Officer
asking why they have not returned the owners telephone calls.
Items for Information – East Sussex County Council advised they are offering landowners and
community group’s help in finding out about and looking after local woodlands. A copy of the letter
given to village newsletter editor
East Sussex County Council have asked how the council would like to receive information on
Development Documents such as the Waste and Minerals Plan. The clerk had advised by email as
all councillors would receive these.
The problem of smells emitted from the sewage treatment plant at Woodmans Green has begun
again. After a request to the council for their help was received the clerk wrote to Southern Water
asking for urgent action to be taken to remedy the situation.
The council have been advised that Southern Gas Network will be carrying out mains replacement
works in Stream Lane. The Lane will be close from the 11th June for approximately ten weeks.
The South East Water Resources Update had been received.
District Councillor Vereker who was indisposed.
5) DISCLOSURE OF INTEREST.
Councillor Fisher declared a Personal and Prejudicial interest in agenda item 13 as the
as the purchase of the projector being considered is being sold by a member of his family.
6) APPOINTMENT OF TWO REPRESENTATIVES FOR THE ROTHER DISTRICT
ASSOCIATION OF PARISH AND TOWN COUNCILS.
Councillors Fisher, Moore and Underhill will cover the meetings between them.
7) CONFIRMATION OF MINUTES
Minutes of the Meeting held on the 15th March 2012, copies of which had been circulated were
proposed by Councillor Fisher confirmed and signed.
8) MATTERS ARISING
8a Second EDF pole positioned at Woodmans Oak - This was covered during the Open
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8) MATTERS ARISING CONTINUED
8b Whatlington Village Name Sign. – The sign was re-sited on the C293 on the 14th April by Rogers
8c Request to Highways Agency for planters on the A.21 verge - The Highways Agency have refused
permission for planters to be sited due to legal and safety matters. They suggested speaking to the owner of
the garage and reporting any vehicles parked on the grass verge to the police.
8d Kinica- awaiting action by Enforcement Department re non-compliance with planning permission
March 2010. This was covered during the Open Session.
9a East Sussex County Council – Confirmation of works by Maintenance Team. The work was
scheduled for May. Some work has been carried out and they will be returning this month to complete the
9b East Sussex Records Office – Advised unable to accept archive material until next year . The clerk
will hold old council papers until a date is advised.
9c Battle Festival Steering Group – Invitation to john Festival of Sport and Culture. Not
discussed due to lateness of re-arranged council meeting.
9d Rother District Council Standards Committee, agenda and minutes. Both were available for
9e Whatlington Parochial Church Council – A thank you letter had been received for the grant
given towards repairs to the church bells.
9f Good Companions – A thank you letter had been received for the grant given for costs of
speakers and hall rent.
10) ADOPTING CURRENT CODE OF CONDUCT
The government are revising the regulations for the Code of Conduct for councils. As all the content
for the revised version has not yet been received Rother’s Head of Corporate Services has advised
the council re-adopt the current Code and when the new Code is received adopt this, possibly in six
months’ time. Councillors will also need to complete new revised Register of Interest forms when
these are received. Rother advised this would save the problem of having to agree a temporary Code
on Conduct. Councillors agreed to adopt the current Code of Conduct.
11) VILLAGE SPRING
The clerk had spoken to the owner of the Old Vicarage whose property share the spring with the
village hall. He explained that because of problems with water running onto the road, from the field
at the Thatched Cottage, the spring was diverted by the water board to the river. At the moment the
water coming through to their property from the spring is just a trickle. After further discussion it
was agreed to rod through the section from the Old Vicarage to the village hall.
12) CONSIDERATION TO PURCHASING JUBILEE ITEMS.
The District Council have given a grant of £450 towards the costs for Jubilee mugs. Councillors
discussed the purchase of the Jubilee mugs and the clerk was asked to order the mugs but a lower
Councillors then discussed the glass plaque for the church and this was agreed in principle,
councillors needed to see the design, the intended wording and a firm cost. The Parochial Church
Council will be asked for these to be available for the August council meeting.
With regard to purchasing trees, the Chairman explained the council cannot spend council money on
trees to be sited on private land.
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Councillor Fisher declared a Personal and Prejudicial interest in the following and left the room.
Councillor Underhill took the Chair.
13) PURCHASE OF A PROJECTOR
Councillors discussed both the usage of a projector and the storage of this. The storage would not be
a problem as this could be stored in the clerks or a councillor’s property and could then be covered
by insurance. Possible usage could be when the planning application plans go digital, but no date has
yet been given for this, by speakers at our Annual Parish Assembly or village hall use. Councillors
were advised the village hall would have no use for a projector and the film club use the Royal
Oak’s. After further discussion it was decided that with the council’s finances and with the current
limited use for the projector a purchase could not be justified. Councillors thanked Councillor Fisher
for giving the council the opportunity to consider the purchase.
14) INVITATION SLIP FOR BARN DANCE
A sample slip has been circulated and the content was agreed. The slip will be circulated with the
end of June newsletter.
ENF/WHA/2011/326 The Old Shippon, Vinehall Road. Notice complied with
ENF/WHA/2012/31 Swallows Oast Farm, Vinehall Road. Cease use, 3 months letter sent.
RR2011/2082/P Orchard Farm, Battle Road GRANTED
RR2011/1986/P Whatlington Garage GRANTED
RR2011/507/P Sunset, Whatlington Road GRANTED
RR2008/2629/P The Barn, Ringletts Farm, Whatlington Road - Application withdrawn
16) FINANCE/INTERNAL AUDIT OF ACCOUNTS YEAR ENDED 31st MARCH 2012
The balances in Barclays Bank plc. as at 31st May 2012 was current account - £508.75
Deposit account - £5688.13 this includes the first payment of our precept and the £450 from Rother for the
Jubilee mugs money.
There were five accounts to pay
100589 V. Bennett, £74.52 being P.C. World cartridges - £49.52 and R Wood siting of the sign - £25.00
100590 David Coupee – Internal Audit - £173.00
100591 Sussex Association of Local Councils – subscription - £92.07
100592 Rother Association of Local Councils – subscription £25.00
100593 Broker Network Ltd re Came & Co. Aviva Insurance -£384.52
Cheque for Nordis Signs – Whatlington village name sign not drawn as invoice not yet received.
Cheques were drawn and signed. A transfer from the saver account to cover cheques to be made.
The Direct Debit payment fee for Data Protection will be taken on the 9th June.
The Internal Audit has been completed and all accounts found in order. The accounts now have to be
forwarded to the External Auditors, Mazars. The Chairman signed the accounts form for this.
The clerk advised the government are looking into the costs for the external audit and it is possible that there
will be no charge for smaller councils.
A letter had been received from the Village Hall Committee asking if the grant given for a ramp and railings at
the fire exit door could be used for refurbishment of the toilet area. They have been advised by Scott
Hartnall, East Sussex Fire and Rescue station manager, that providing they put on the halls booking form that
the main entrance door is the exit for disabled persons they will not need to make adaptions at the side fire
exit. As the electric switches are by the main door the committee will have to fire proof the cupboard to give
30 minutes fire separation.
A copy of Mr Hartnalls letter setting out his advice and recommendations has been emailed to the parish
council for their records.
18) DATE OF NEXT MEETING
16th August 2012 in the village hall at 7.30pm
The Chairman closed the meeting at 8.40pm
Minutes remain in draft format until approved at the next Meeting of the Council