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Imogen Whitaker - Clerk & RFO to the Council
2 McAdam Close, Hambrook, PO18 8FG
Tel: 01243 575094
Email: [email protected]
Website: www.boxgrovepc.org
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BOXGROVE PARISH COUNCIL
Minutes of the Parish Council Meeting, Monday 13th April 2015 at 7.00PM
Present: Cllr H Potter – Chairman, Cllr L Tooze - Vice-Chairman, Cllr M Bish, Cllr Moyler, Cllr Raikes,
Cllr Tynan, Cllr Tukker
Apologies:
In attendance: Cllr. J. Hunt - WSCC, Clerk - Imogen Whitaker, 8 members of the public
1. Apologies
None
2. Declarations of interest
None
3. Minutes – to agree and sign the minutes of the previous meeting
The minutes, with the following amendments, were agreed to be a true and accurate record: addition of Cllr
Hunt’s report
4. Matters arising from the minutes
None
5. County Councillor, District Councillor and Chairman’s report
 Cllr Jeremy Hunt thanked Cllr Tooze for all his hard work in getting the works going in Crouchcross
Lane. Concerning the VAS sign in The Street WSCC are adamant that only contractors designated by
WSCC can do the work. Cllr Tooze said that his contractor (Swarco) are to apply to be contracted by
WSCC.
 Quarry report: Tansy Bristow from the Quarry Liaison group had sent in the following report:
a. The advanced tree planting works as required by the Section 106 agreement have been
completed;
b. All outstanding information relating to the pre-commencement Planning Conditions has now been
submitted to West Sussex County Council. These Conditions include the Surface Water Drainage
Scheme and the Restoration and Aftercare Scheme. All Conditions are expected to be formally
discharged by the end of May;
c. WYG (on behalf of the operator) has commenced preparation of the Environmental Permit
application and will be making submissions to the Environment Agency; and
d. A date and time have been agreed for the first Liaison Group as 2:30pm on Wednesday 6th May
2014 at Boxgrove Village Hall. Jeremy Hunt, Jane Moseley, Art Tukker and Mike Harding are
amongst those attending.
 Traffic Regulation Order: there have been less than five objections so Cllr Hunt has approved this TRO.
It still has to go before a meeting of CLC for members’ approval, but at the moment there are no
hitches. The clerk asked Cllr Hunt for some further information concerning the beginning stages of the
TRO so that she could make a report back to the New Homes’ Bonus committee in order to get the
funding. Cllr Hunt said that WSCC had covered the legal work and the advertising costs – there was no
design involved as this was about replacing signs, not installing new ones. There were three
objections – the police, a resident of North Mundham and a local resident. There were twelve letters
of support. Cllr Hunt had persuaded WSCC to bear the cost of this first stage and now the council
must fund the cost of the signs (£8193.34). The clerk to meet with Dave Hyland to discuss.
Action:
The Clerk
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Cllr Potter at the Police Commissioner’s meeting last week, had asked the Police why they
systematically object to the TROs. Their response was that the Police do not have the staffing and
cannot enforce it. Cllr Potter was aware of this but felt that it was better to have the signs than to do
nothing at all.
Windmill: Cllr Hunt said that the fencing around the windmill had been put up after some alleged
vandalism and the beam had fallen down in the windmill. A structural survey followed and more
recently Health and Safety noted that there was a problem with the hub/stock even though the sails
were replaced a few years ago. The problem with the stock was identified then, but they made the
decision to do a “temporary” repair, which would last three to four years. There is now a plan to
remove the sails and store them to keep them safe, but he doesn’t know how long this job will take.
He has asked for the fencing to be moved nearer to the windmill (it has to be there because of the tile
slippage). Sussex Mills and CDC met and they have proposed work on the tile-hung façade and beams.
CDC will be approaching Historic England on the Parish Council’s behalf. The sort of costs being
discussed are about £100,000. This is not a quick fix and it might be an idea to start a Windmill
Support group to try and raise funds.
Cllr Tooze questioned the length of time that this had been going on and Cllr Hunt said that he was
only aware of it when David Leah flagged it up about six months ago. Cllr Tooze asked why they hadn’t
done the full and proper job at the time. Cllr Hunt pointed out that it was very expensive and that
there was no doubt a lack of funds. He said it was challenging for the Council to save another £68
million in the near future and some things had to be restricted. He also said that if they had put the
sails back a few years ago they clearly thought that that was a satisfactory job at the time.
Cllr Tukker asked if Cllr Hunt could send a breakdown of the costs so that donations could be sought.
Cllr Hunt said that a full structural survey needed to be done.
WSCC has a new website which is worth visiting and its search engine is very good. Cllr Hunt
recommended putting “performance dashboard” into the search engine. Click on “Council
Performance Data” then “learn our priorities”, which will lead to three further tabs: Giving Children
the best start in Life; Championing the economy; Supporting independence in later life. He said it
was an interesting site and well worth a visit.
District Councillor Henry Potter:
 There was very little to report this month as there is a great deal of work going on preparing for the
Elections on May 7th. There were no other nominees for the Boxgrove Ward and Cllr Potter has been
“Elected Unchallenged” for the coming 4 years. There were only six applicants to join the Parish
Council which was disappointing. Therefore the only election in Boxgrove will be for the
Representative in Parliament for the Chichester District. Cllr Potter implores Boxgrove residents to use
their vote on 7th May.
 Following the Community Infrastructure meeting on 8th and 9th April (which Cllr Potter regretfully was
unable to attend), he has received the form which needs to be filled out with details of Infrastructure
requirements for the Parish. For example the realignment of the road layout adjacent to the Elmwood
development, or the introduction of the 20 mph speed restriction past the school. However they are
asking for responses after discussion at Parish level, to be returned by 17 th April. Cllr Potter thought
this unreasonable and requested the clerk to request an extension to this date to allow for discussion
at the next meeting on 18th May.
Action:
The Clerk
Chairman’s report
 Cllr Potter was happy to report the good progress of the transfer of the Village Hall to the new
Trustees under the Charitable Incorporated Organisation (CIO), and he thanked all the members of the
Village Hall Management committee (many of whom have become trustees), and most particularly,
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Emma Austin Diment, the Chair of the Trustees. Also huge thanks to the Clerk, who has achieved so
much towards this process especially as it has dragged on for so long now and she joined so recently.
Negotiations are moving forward with regard to the Sports’ Pavilion, again with input from the Cricket
Club Committee with Mark Hull. There are some plans to be considered from the architects Douglas
Briggs.
An appeal against the enforcement of the removal of a “pole barn” at Warehead Stud was rejected by
the Planning Inspectorate. It was built without planning permission and must now be removed.
The development of the Elmwood site continues at quite a speed and an unreasonable amount of
disruption for local residents. Cllr Potter has spoken to the site supervisor on more than one occasion,
about the indiscriminate parking just about anywhere, but it still continues. Even the PCSO has spoken
to them but to no avail. It is to be hoped that there will not be an accident there.
Finally the village sign is nearing completion. Cllr Potter has seen the framework being created by
Mark Francis, there remains the galvanising and the black powder coating and it will be ready to erect
on the corner of Crouchcross Lane and the Street. Cllr Potter has established that as it will be less than
4 metres high and that it is a Parish initiative, it does not require planning permission.
6. Maintenance
The clerk confirmed that the Purchase Order number from WSCC was on its way.
The high footpath is clear at the moment.
7. Pavilion
The architect’s proposed plan was presented to the council. Cllr Potter questioned the extension being on the
right. It would apparently cost £20K to £30K less to have it on this side. The architect has said that due to the
sight line it would have to go on the other side. However, if it is between the pavilion and the playground it
encroaches on the cricket playing area. It would be better for them if it were on the other side between the
Village Hall and the pavilion. It needs to be a pitched roof. There are plans to plant more trees.
If the extension were to the east it would be more expensive because the architect says that it will need a high
roof because of the “line of sight”, and planning requirements. This was felt to be a little “woolly” as a reason,
and nobody could quite understand why this should be – perhaps to be able to fit in the disabled toilets? Cllr
Potter asked if Cllr Bish could query this with the architects. The fabric of the building is to be the same – twin
breeze-block and timber cladding.
Action:
Cllr Bish
The cricket club had asked if they could use labour from within the cricket club but the architect had said that
this complicated funding. The Ambassadors football team currently based at Aldwick had also offered their
services. Currently the architect’s budget is looking at around £80K. There is some sport and leisure S106
money (about £28k) and possible the New Homes’ Bonus (12K). It was pointed out this sum alone using
voluntary labour was feasible. Other funding requires a “youth element” which Boxgrove currently can’t
provide because there is nowhere to do it – a chicken and egg situation.
8. Neighbourhood Plan
The next meeting for the NP is on May 13th. Several weeks ago they had a discussion where people divided
into groups and covered the various interested parties, and also how to encourage more people to help.
Maureen Chaffe is very good at bringing everyone together and coordinating. Emma Austin Diment said that
she had given each group a series of prompts plus the mapping tool. They are evidence gathering and putting
together a current profile of the parish today and then looking for the gaps. How to engage the community is
an ongoing question. There needed to be more people-to-people contact with individual topics that could be
discussed – perhaps with drop-in meetings at the coffee shop. Each month there would be a different topic
and different event. Malcolm was happy to put posters in the window of the shop a week before each
meeting.
9. Playground Committee
The clerk is to determine whether Louise Shaw has made any progress and respond to Komplan’s letter to
come and talk to the parish council.
Action:
Clerk
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10. Planning applications
BX/15/01056/FUL relaxation of conditions: the Elmwood Planning application is causing confusion. Appeals
are refused and similar replacement applications accepted. This application applies to extensions which have
already been completed. It was generally agreed that it seemed pointless to make comments when they are
already built. At the time the architects Genesis were invited to talk to the council about the Neighbourhood
Plan and having a better quality of house. They withdrew and they are no longer the architects at Elmwood.
The architects have now changed but the plans are the same.
The clerk to make a comment to the effect that the extensions are already built but that the council objects –
these are family homes and the houses and gardens are already too small. Furthermore the issue of sewerage
hasn’t yet been addressed – apparently the site is waiting on permission from Southern Water.
Action:
Clerk
SDNP/15/01134/HOUS: Mr Maltby, Mossat House, Mill Lane. This has been well-drawn and there is no
objection.
BX/15/00603/DOM: Mr Leah, Crockfords, Halnaker. No objection
Delegated decisions to be noted:
Planning number
BX/15/00027/DOM
BX/14/03572/LBC
BX/15/00127/FUL
Address
Mr Cottrell, Rusper
House, The St
Nightingale Cottage, The
St
Mr Murray, Old Flint The
St
Detail
Extension to garage
Decision
PERMIT
Internal rearrangement +
staircase
Erection 2 bed
dwelling/garage
PERMIT
WITHDRAWN
11. Highways
No report
12. Village Hall
a. Easement document: With regard to the Village Hall Transfer the council looked through the “easement”
document supplied by Jonathan Dawson. This will give the Village Hall access and designated parking
rights over the car park. It was agreed by the council that the Village Hall will have a key to the barrier and
access at all times to the car park. The Council agreed to the easement document on the proviso that a
clause was entered requiring the Village Hall to make good (at their own expense) should they dig up the
car park for drains for example. The clerk to notify Jonathan Dawson.
b. Council Resolution document. It was unanimously agreed by the council (and signed by all councillors) as
sole trustee of the Village Hall and Community Centre charity that the governance document of 1932 be
amended by the addition of a new clause requiring a public meeting should the trustees wish to sell the
village hall.
c. The council is obliged under Charity law to appoint a qualified surveyor to write a report and advise on the
council’s proposal to offer an easement to the Village Hall. It was unanimously agreed by the council to
appoint a surveyor. (Bob Hull of Henry Adams or Richard Stevens of Craines).
Action:
Clerk
13. Clerk’s report
i.
Correspondence received
- Mobile library services notice to be put up on Noticeboards
- Understanding autism posters – Malcolm to put in shop and clerk to send details to Geert for
website
- The village hall has a wedding booked for first weekend in September. The hirers would like to
install two 9m x 3m gazebos and one bouncy castle on the recreation ground. The council has no
objection.
- The clerk notified the meeting of the police operation “allegro” which aims to stop rave parties.
Signs to look out for are: removal of locks from secured access points; panel vans or larger driving
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off road; groups of vehicles congregating in rural areas; convoys of vehicles; loud music from
remote woodland. The number to call is 101 – operation allegro
The clerk notified the meeting of her proposed meeting with Dave Hyland and Shona Turner re the
New Homes Bonus programme
Lavant House stables has asked whether Boxgrove would be happy to put a link on the website. It
was agreed by the council. Clerk to send to Geert
The clerk had received the statement of persons nominated, and the notice of uncontested
election which must be pinned up on noticeboards. Cllrs Bish, Tynan,Tooze and Raikes to pin up
notices.
The council must co-opt the remaining vacancies within 7 weeks of the 11 th May but normally at
first council meeting.
14. Finance
i.
Payments made since last meeting
ii.
Payments for consideration – the council unanimously agreed the payments.
The clerk informed the council that she had contacted Rachel Hall concerning the internal audit. The council
unanimously agreed to sending the end of year accounts to her.
15. Councillors’ reports and Parish Matters
Cllr Potter has met with Jeremy Hill from Goodwood concerning the 4 allotment spaces. They agreed to the
council administering the allotments for a fixed annual charge, but when the confirmation letter came it is
Goodwood who will let the spaces for an annual fee of £85. Interested parties are to contact the estate office
directly on [email protected] A member of the public queried the parking issue by the
allotments. Cllr Potter said that they could drive straight through the gates and should park there during their
visit. There are a few people interested already.
Cllr Tooze reported back from the Goodwood Aerodrome Consultative Committee.
The Aerodrome report by Mark Gibb Operation Director contained the following:
- A simplified website was being built and will soon be operational and interested parties can make
comments online
- The police and ambulance services will be able to use the refuelling facilities at night after the new
helipad lighting (aircraft activated) becomes operational and the routing in/away from Goodwood
will be away from the most sensitive areas/directions.
- The new Aero Club opening has been delayed until the 13 th August 2015 which is approximately
one month prior to Revival, and a cost of circa £1.25 million
There are eight planned fly-ins in this year’s programme however it is thought this might only be three. Balty
Aviation are very busy with two Spitfires, one two-seater Mustang and three Harvard T6’s.
The work on runway 24 flight path/deviation trial was in response to the issues of complaints by residents to
the west of the airfield, but concluded that despite extensive work around, it did not have a positive result and
therefore would not at this point be considered for implementation.
Aircraft movement has been well within the section 52 agreement attached to the existing planning
permission for operations at the Airfield. Over the last year the number of fixed and rotor movements were
32,000 out of a maximum of 70,000.
The ongoing work with runway drainage and consolidation is proceeding and when completed will enhance its
use.
The next meeting of the Aerodrome Committee is scheduled for 15 th July 2015.
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Cllr Potter told the meeting that the Duke had said that the proposed planning site around Goodwood would
be its “death knell” and that Goodwood is strongly objecting. Goodwood events bring millions into the local
communities.
Crouchcross : works are to start on 5th May. Martin Donahue has asked for a purchase order – the clerk said
that she was still waiting on WSCC but it was “underway”.
Cllr Tooze queried whether the bus-stop should be done at the same time but Cllr Potter said that he had
never received any complaints about the step. The hedge is not part of the original quote so Cllr Tooze to do.
VAS in the street – the quote from WSCC was £13K. Cllr Tooze has further information on sign design: either
a 600mm red warning triangle with staggered junction signal (£3.5K) or one with flashing amber lights above
and below (£3.9K). A member of the public questioned the justification of such a sign. Crouchcross is a blind
exit on to The Street and there was a serious accident there. It was queried whether reducing the height of
the hedge on the end house would alleviate this problem. The clerk is to write to the house-owner and ask
permission and ask the owner to meet with Cllr Potter.
Action:
Clerk
16. Agenda Items for next meeting to include Annual Meeting
Co-option
Playground
Community Infrastructure Levy - discuss
17. Date of next meeting
The date of the next meeting will be Tuesday 18th May. The Annual Meeting will be held at 7pm and the Full
Council meeting will follow on from that.
There being no further business to be discussed the meeting was declared closed at 9.05pm.
Signed:_______________________________________
Cllr Henry Potter - Chairman
Dated:________________________________
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