Held on Tuesday 21st June 2016 at 7.30pm in the Memorial Hall Camber
Those present: Cllrs Nigel Wooldridge (Chairman), David Greenfield, Richard Oirschot, Ian Hood, John Bradford and Nizam Mohammed.
Angela Alexander – Clerk
District Councillor Osborne –passed on apologies from County Councillor Keith Glazier
District Councillor Sally-Ann Hart –Event to run from July 7th to 17th JAM on the Marsh to encourage tourism to the Romney Marsh. Rother Voluntary Action working to support local groups to find new volunteers.
No public questions
- APOLOGIES FOR ABSENCE
Apologies received from Cllr Rupert Cawte due to work commitments.
- DISCLOSURE OF INTERESTS
Councillor David Greenfield declared an interest in the agenda item relating to Flip Flops as he is Chairman of the Play Group
- WELCOME TO NEWLY CO-OPTED COUNCILLOR
The Chairman welcomed Cllr Nizam Mohammed to the Council.
- MINUTES OF THE ANNUAL MEETING HELD ON 17th May 2016
The minutes of the Annual Meeting held on 17th May 2016 were signed by the Chairman as a correct record.
- REPORTS FROM COUNCILLORS (if meetings have been attended)
- Rye Partnership Cllr Wooldridge – nothing to report
- RALC Cllr Wooldridge/Cllr Bradford – AGM to be held on 13th July, Cllr Wooldridge will attend.
- Highways issues Cllr Wooldridge expressed thanks for the work on the roundabout. The clerk advised that Gibbs had done a ‘one-off’ cut to the pathway at the side of the Memorial Hall.
- Memorial Hall Committee – Cllr Oirshcot reported that he had attended the AGM on 18th May with 30 + people there and 6 people stood for 4 vacancies. At the first meeting of the new Committee officers were elected and Terry Hovenden was re-elected to the role of Chairman, sub committees were formed and cheque signatories agreed. It was discussed and agreed that the Constitution was in need of updating as it was no longer fit for purpose. Cllr Greenfield reported that at the meeting on 6th June there had been disruption and that the Chairman had resigned. The next meeting to be held on 27th
- SSALC – Cllr Wooldridge/Cllr Hood – nothing to report
- Website – Cllr Cawte not present at the meeting.
- CLERKS REPORT
The Clerk advised that the litter bins on Johnsons Field were proving problematical as the open tops were allowing rubbish to blow around or be strewn by seagulls and the issues had been reported by the Caretaker who had suggested a change of bins. The plant troughs on the Western Gateways had deteriorated and had been removed. The caretaker had suggested replacing with floor standing troughs in a hard plastic to avoid deterioration. It was agreed that the bins would be replaced and the clerk to bring options to the next council meeting and also an agenda item to decide whether or not to replace the flower troughs.
- The payment and income schedule for the month of June was approved
- The budget monitor was received noted.
- The bank reconciliation was received and noted
- BANK MANDATE FORM
The RFO had been unable to provide the bank mandate form for signing by Cllrs Oirschot, Wooldridge and Hood as approved at the May meeting for the meeting and it was agreed that this item be carried forward.
- SMALL GRANTS PANEL MEETING
The recommendations from the Small Grants Panel meeting held on May 17th 2016 were as follows:
- Camber Extend Exercise Club £250 – not approved
- Camber Community Group – Art in the Park day £250 – not approved
- Camber Community Group – Planting project £250 – not approved
- Camber Community Group – Camber Heritage Group £250 – not approved
- Camber After School Club £250 – recommended for approval
- Flip flops pre-school £250- recommended for approval
Councillor Oirshcot noted that capital costs are a requirement of the funding and that the Heritage Group could not be funded as not yet in existence which was part of the criteria. Cllr Oirschot proposed and Cllr Wooldridge seconded that applications 5 and 6 be approved.
The Clerk asked what the wishes were of councillors for the remaining money in the small grants pot. It was proposed that this be reallocated to use on the Jubilee Green project and be ring-fenced in the budget accordingly.
RESOLVED: that Camber After School Club be awarded £250 and Flip Flops pre-school be awarded £250 and that the remainder of the money in this budget head be ring-fenced for use on the Jubilee Green project.
- INTERNAL AUDIT REPORT
To receive the final internal audit report and update from the Clerk and consider the recommendations and review of internal financial controls.
The clerk reported that she had not been in attendance at the Internal Audit with the Internal Auditor and the RFO and that he had phoned the clerk following his visit. Most questions had been answered but he had asked that a review be put in place as the audit of the Monthly checks carried out by Councillors could not be evidenced as whilst 2 councillors are checking invoices before signing checks they were not signing off the original invoices as they thought as the RFO was providing copy invoices only and then shredding these so the Internal Auditor wished to see a review of this process. The clerk advised that there was no indication that there were any issues only that the audit trail did not exist.
Cllr Oirschot proposed that a rubber ink stamp be purchased to use on all invoices to ensure that the originals were seen and retained and the correct checking process was in place. The clerk advised that she had made enquiries and this would cost approx. £20 from Adams of Rye.
RESOLVED: To purchase a rubber ink stamp for use on all invoices and to review Financial Regulations prior to the end of the financial year.
- PLANNING MATTERS
RR/2016/1330/P Homelands Farm Lane – no comment
RR/2016/1376/P May Croft Draffin Lane – no comment
RR/2016/1337/P Sea Shells, First Avenue. Erection of 3
dwellings to replace single dwelling. The Chairman referred to a letter received from Blue Kestrel which had been sent to Rother District Council objecting to the proposals. Following consideration it was unanimously agreed by Councillors that objections be lodged in respect of this application being overdevelopment of site, out of character for the location and could create difficulty with access.
RESOLVED: Objections be submitted Unanimous.
- STREET LIGHTS
Cllr Cawte not present at the meeting to report.
- JUBILEE GREEN
Cllr Ian Hood had circulated information by email to Councillors and the Chairman, Cllr Nigel Wooldridge explained that the Council would now enter the formal process of inviting tenders and that these would be received by the Clerk and remain unopened which would be done in press and public excluded session as the information would be commercially sensitive. Cllr Ian Hood to provide the clerk with the Design Brief and Specification to send to all those who had expressed an interest to date and it was requested that Growth Rings be invited to quote also.
RESOLVED: That Cllr Ian Hood email the Clerk with the Design Brief/Specification and that this be sent with an invitation to provide a fixed and final quotation to be opened and recorded at the July Meeting in press and public excluded session on the grounds of commercially sensitive information.
- WALKABOUT AND PONTINS MEETING
Cllr John Bradford reported on the meetings to discuss parking and traffic issues in the village and it was noted that the General Manager of Pontins had expressed his regret for the events of 14/15 May. The event was pencilled in to take place again next year and the parking situation was to be reviewed. Originally the organisers had planned for special train and bus services into Pontins but because of the train strikes this had been abandoned. They had spoken to both RDC and * (other parties) regarding the use of car parking, RDC were not able to give over use of the Western Car Park and * (other options) had proved too expensive.
The walk about meeting had been attended by Cllrs Nigel Wooldridge and John Bradford, Sgt Dave Thompson, Jon Copp and Keith Glazier. Discussions were had around controlling the parking by including a fixed cost * to park in the event ticket price and the first arrivers going to Pontins to park with the rest receiving a permit from Pontins * (to display at another location). Pontins will notify the Police and the Parish Council of future events so that residents have advance information. Ideas of installing more posts to prevent parking on the verges were put forward but this was considered costly and would cause difficulties for the grass cutting and double yellow line and enforcing fines. Sgt Thompson will be taking the lead on facilitating working groups and defining a strategy in partnership with Camber Parish Council and Pontins to manage the parking issues.
Cllr Wooldridge said that Jon Copp had been very helpful in dealing with the missing posts at Farm Lane and that these would now be replaced. Highways had carried out a survey between Rye and the Kent border regarding traffic signs and lines. The Police expect that with the current poor state of the yellow lines if motorists appeal it is likely their tickets would be quashed as the lines do not meet the required standard. Jon Copp had confirmed that the yellow lines would be done in this financial year and the verges would be mowed only to meet the standards for site lines. Cllr. Bradford said that in the summer there would potentially be 3 police officers in Camber, 1 based in the car park and 2 to patrol and issue fines. At the weekend Rob Cass can phone the Police to advise on the number of parking spaces available and the Police can then put up diversion signs that Camber is closed. There are a number of people that action the drop down signs as far as Flimwell to alert motorists. Cllr Wooldridge said that the 3 Police Officers will have a ‘What have you done today’ sheet to complete, will work in split shifts one from 8am and 2 from 10am and their work will be results driven. Traffic has advised that if necessary a marked police vehicle can be parked across the road to block entry into the village to prevent problems.
- REQUEST FOR USE OF JUBILEE GREEN FOR SUMMER FETE
The request from Flip Flops playgroup to hold a summer fete on 24th July 2016, on Jubilee Green from 12 to 4pm was approved subject to insurance documents being received. Cllr Greenfield to make these available.
RESOLVED: that Flip Flops playgroup may have use of Jubilee Green on 24th July for a summer fete.
- CHAIRMANS NETWORKING DAY
Chairs Networking Day – Programme
The Felbridge Hotel & Spa, London Rd, East Grinstead, RH19 2BH
Tuesday 27th September 2016, 0930 registration for a 1000 start, finishing at 1530
Costs £65 + vat per delegate.
Chairman and Deputy Chairman not available to attend.
Cllr Osborne to contact Cllr Glazier regarding a press statement for the newsletter to update residents on the School Bus matters.
The meeting closed at 9.05pm
*This item has been edited to remove sensitive information.