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M I N U T E S     

Of the meeting of Lewes Town Council held on

Thursday, 10^th November 2011, in the Council Chamber, Town Hall, Lewes at 7:30pm.

NB where a record of voting was requested, this is shown in the table appended to these Minutes.

PRESENT: Councillors S Catlin (Wischusen); M Chartier (Deputy Mayor); J Daly; I Eiloart; M Kent; P Kingham; D Lamport; L F Li, J MacCleary; R Murray; S Murray; R O’Keeffe; A Price; R Rudkin; J Stockdale (Mayor) and M Turner.
In attendance: S Brigden (Town Clerk [TC]);  Mrs F Garth (Civic Officer & Asst TC); Mrs C Stocken (C’ttee Admin); L Symons (Mace Bearer);
Observing:     Miss E Martin (Administrative Officer); Mrs J Dean (Reception/Administration)
FC2011/71	The Council’s Chaplain, Rev Hamilton-Manon, had submitted apologies for absence.
FC2011/72	APOLOGIES FOR ABSENCE:  Apologies were received and accepted from Cllr M Milner, who had a work commitment.
FC2011/73	MEMBERS’ DECLARATIONS OF INTEREST: There were none.
FC2011/74	QUESTION TIME: Two members of the public were present but no representatives of the press. County Councillor R St Pierre asked for the views of the Town Council on infrastructure planning, especially with regard to traffic issues at Earwig Corner and the junction of Malling Street with Church Lane.  She was furnished with a copy of the response recently submitted to the District Council’s consultation on the emerging Local Development Framework Core Strategy, which was comprehensive in its scope.  It was noted that a proposal in the emerging Core Strategy to build homes at Old Malling Farm contained a pre-condition that both junctions be improved, should this development be realized.
FC2011/75	MAYOR’S ANNOUNCEMENTS: i]        Welcome was extended to Michael Bell and Jackie Wilkes from the Lewes & Seaford Citizens’ Advice Bureau, who were to give a presentation later. ii]      Members’ attention was drawn to a briefing note, distributed to all, regarding the recently-announced visit to Lewes of the Olympic Flame Relay on 17th July 2012. iii]    Members were reminded of the following diary dates:- ±  11th  November 2011 – Armistice Day.  All were encouraged to attend promptly at the Town Hall at 10:50am for observation of the traditional silence at the War Memorial; ±  12th November 2011 – Members assisting with the British Legion poppy collection were asked  to collect their boxes etc between 10am and 1pm; ±  13th November 2011 – Remembrance Day Parade and Service.  All were encouraged to attend promptly at the Town Hall at 2:15pm, to join the various civic guests for this ceremonial event; ±  16th November 2011 – the Mayor was to host a reception for the Chamber of Commerce and Service Clubs at 6:30pm in the Council Chamber; ±  1st December 2011 – Late Night Shopping – LGB Brass, the town band, would play outside the Town Hall and staff would again be offering mulled wine and hot chocolate, with proceeds going to support the Mayor’s charities. ±  12th December 2011 – The Mayor invited Councillors and staff for a Christmas dinner at 7:30pm; ±  18th December 2011 – a Civic Parish Carol Service would be held at St Anne’s Church at 6:30pm. iv]    The Mayor thanked everyone who had supported recent events, particularly the street cleaners’ breakfast, offered in gratitude for their early-morning cleansing of the town following Bonfire celebrations. v]      The Mayor also informed Members of the events he had attended since the last Council meeting, including the Crown Court Service at St Anne’s Church and the Bonfire celebrations with guests from Waldshut-Tiengen.  He had also thanked sisters Sarah and Pauline Jay, who had given the Council an ornate chair, owned by their late father Leslie and once a feature of the Council Chamber at Newport on the Isle of Wight.  This handsome chair had been placed next to the dais, and was being used that night by the Macebearer. vi]    The Mayor movingly described a visit, with the Mayoress, to the Chestnut Tree House, a children’s hospice near Arundel, and explained the comprehensive care given to terminally-ill children and their families.
FC2011/76	MINUTES: The Minutes of the meeting held on 6th October 2011 were received and signed as an accurate record.
FC2011/77	CITIZENS’ ADVICE BUREAU:   Michael Bell, Chairman of the Trustees of Lewes District Citizens’ Advice Bureau (CAB), gave a presentation on the functions and structure of the CAB, assisted by District Manager Ms Jackie Wilkes.  Mr Bell thanked the Town Council for their ongoing support for the work of the Bureau and explained that along with the two main offices in Lewes and Seaford, the bureau operated outreach offices in Newhaven, Peacehaven, Telscombe Cliffs and within Lewes Prison.  He outlined the structure of the organization: the Board of Trustees; a Cabinet supporting the District Manager and two deputy managers who managed the bureau offices, and fifty trained volunteers who gave advice to clients.    During the past year some 20,915 visits had been dealt-with in the District (2,941 in Lewes), mainly regarding benefits, debt and employment, and the CAB’s intervention had had reaped “benefits gains” of nearly £138,000 in Lewes alone; spending power that was then put back into the local community.  Mr Bell outlined the income support from Lewes District Council (LDC) and parish councils; explaining that a formula for financing, based on population and a proportion of benefit gains, had been devised with help from LDC’s Director of Finance to overcome an operating deficit of approximately £19,000.  He was pleased to say that this method of calculation suggested that the Town Council’s current contribution of £5,000 per year was still appropriate, and he hoped that the Town Council would agree to continue this support.  It was resolved that: FC2011/77.1 The Finance Working Party is asked to provide for continuation of a contribution to the Lewes & Seaford Citizens’ Bureau at the current level of £5,000.
FC2011/78	WORKING PARTIES AND OUTSIDE BODIES: Members were reminded that anyone who may have attended a meeting of any recognized outside body which had covered issues that deserved attention by the Council, should ensure that TC was aware of this before the meeting, and preferably before the agenda deadline.  Reports on all activities of the organization were not expected. a]   Communications Working party 20th October 2011: Members considered the minutes of the Working Party (copy in Minute Book) and, following a short debate, it was resolved that: FC2011/78.1 The recommendations arising from the Communications Working Party meeting on 20th October 2011, and described at minute ComWP2011/06, be agreed. b]   Youth Sports Award 2011 Working Party 27th October 2011: Members considered the minutes of the Working Party (copy in Minute Book) and it was resolved that: FC2011/78.2 The detailed recommendations arising from the Youth Sports Award Working Party meeting on 27th October 2011, and described at minute YSWP2011/06, be agreed. c]    Audit & Governance Panel 27th October 2011: Members considered the minutes of the Panel (copy in Minute Book) and it was resolved that: FC2011/78.3 The recommendations arising from the Audit Panel meeting on 27th October 2011, and described at minute AudPan2011/07, be agreed.  d]   Civic Award Working Party 31st October 2011: Members considered the minutes of the Working Party (copy in Minute Book), and it was resolved that: FC2011/78.4 The detailed scheme recommended by the Civic Award Scheme Working Party at its meeting on 31st October 2011, as set out at minute CASWP2011/13, be adopted.  e]    Personnel Panel 31st October 2011: Members considered the minutes and recommendations of the Panel (copy in Minute Book).  There followed a long and intense debate, with strong feelings expressed.  The depth of consideration given by the panel members, and their attention to technical details of the Council’s currently-adopted national pay and conditions framework, was remarked-upon.  Despite the recommendations being unanimously-agreed by all the panellists, Councillors’ opinions remained divided and the Mayor’s casting-vote was needed to decide the issue, when it was resolved that:- FC2011/78.5 The recommendations of the Personnel Panel at their meeting on 31st October 2011, as set out at minute PersPan2011/08 be agreed.  f]    Malling Community Centre Liaison Panel 9th November 2011: Cllr Kent declared a personal interest in this item, as a member of the Malling Community Association.  The notes of the previous night’s meeting of the liaison panel were distributed (copy in Minute Book).  Members noted the efforts undertaken by the Community Association to improve the financial position of the Association, and the aspirations for development of the Centre expressed by the public in response to the recent consultation exercise.  Following a short discussion, it was resolved that:- FC2011/78.6 Cllr Chartier, together with the Town Clerk, be asked to work with the chairman of the Malling Community Association and another member of the Association to hold preliminary discussions with architects; to bring forward ideas and plans for the re-development of the Centre, and to prepare an outline plan for the project, including investigation of possible funding options.
FC2011/79	EXTENSION OF LEWES CONSERVATION AREA:  A motion was presented (NOM017/2011, copy in Minute Book) seeking support for efforts to extend the Lewes Conservation Area to include an area west of St Pancras Road, and south of St Anne’s Crescent as far as Bell Lane in the West, to ensure that any development of the area would be subject to the stricter controls available to conservation areas.  It was noted that this would concur with Council’s earlier resolution to support any moves to bring the site of the former St Anne’s school within the Conservation area boundary (Minute FC/2011/24.1 16th June 2011 refers).  Following a short debate, it was resolved that:- FC2011/79.1 Lewes Town Council supports Lewes District Council in its request for the South Downs National Park Authority to consider as a matter of priority extending the Lewes Conservation Area, as recommended in Lewes District Council’s 2007 Conservation Area Appraisal, and as agreed by Lewes District Council’s cabinet on 19th October 2011.  Lewes Town Council calls upon the South Downs National Park Authority to implement this extension as a matter of priority.
FC2011/80	consultations: Members noted a consultation paper from the government’s Department for Communities and Local Government on proposals to amend the Neighbourhood Planning Regulations.  After discussion,   it was resolved that:- FC2011/80.1 Consideration of government proposals for new regulations on Neighbourhood Planning be delegated to the Planning Committee with a request that a draft response be brought to the Council meeting scheduled for 15th December 2011.
FC2011/81	INTERNAL AUDIT: Members considered report FC009/2011 (copy in Minute Book) regarding the appointment of a new Internal Auditor, following the retirement of the former auditor at the close of the 2010/11 financial year.  Following a short discussion, it was resolved that:- FC2011/81.1 Mr Mark L Mulberry, of Mulberry & Co, No.1 Pemberley Close, West Ewell, Epsom, Surrey, KY19 9LE be appointed as Internal Auditor to Lewes Town Council for the 2011/12 financial year.   For information, Councillors were advised of the response of central government to a Commons Select Committee report on audit and inspection.  This completely ignored the interests of parish Councils, despite strong representations by the National Association of Local Councils.  Speculation continued regarding proposed changes to the public audit process following the abolition of the Audit Commission.  Further; it was understood that a consultation, being the first stage in the legislative reform process, would shortly be instigated regarding the abolition of outdated controls requiring payment by cheque.
FC2011/82	EQUALITY DUTY: Members received report FC010/2011 (copy in Minute Book)  apprising of changes to duties, introduced by the Equality Act 2010.  it was resolved that:- FC2011/82.1 Report FC010/2011 be noted.
FC2011/83	ROYAL SOCIETY OF ST GEORGE: A letter from the Chairman of the Royal Society of St George (Seahaven Branch) was considered, which sought funding for a celebration of Armed Forces Day on Saturday, 30th June 2012, together with an invitation to appoint a representative to the organizing committee. Following some debate, it was resolved that:- FC2011/83.1 The Royal Society of St George be invited to submit an application form for a grant in line with the Council’s established grant scheme process, and be advised that Council declines the invitation to appoint a representative to the organizing committee for Armed Forces Day.
FC2011/84	QUEEN ELIZABETH 2ND DIAMOND JUBILEE CELEBRATIONS 2012: Report FC011/2011 (copy in Minute Book) apprised Members of suggestions regarding celebration of the Diamond Jubilee of HM Queen Elizabeth II in June 2012. Following a short debate in which further suggestions for marking the event were mentioned, it was resolved that:- FC2011/84.1 Lewes Town Council will join with Lewes District Council in hosting a strawberry cream tea in the Town Hall on Saturday, 2nd June 2012; FC2011/84.2 Lewes Town Council supports the lighting of a bonfire beacon, built in the traditional manner, on Landport Bottom between 10:00 and 10:30pm on Monday, 4th June 2012; as part of the National Beacons Initiative, and FC2011/84.3 The Civic Officer/Assistant Town Clerk is asked to consult informally with those Councillors who have expressed an interest in celebration of the Queen’s jubilee and bring a further report to Council on other suggestions to celebrate the event.   Members saw no merit in a proposal to light a gas-fired beacon on the roof of the Town Hall.
FC2011/85	UPDATE ON MATTERS IN PROGRESS: Paddock Lane wall:  Sub-structure designs had been submitted to the County Council highway engineers for consideration; Youth Bank Grant Scheme: Tracey Johnson, the Youth Bank Co-ordinator, was about to start the “recruitment” of young people and expected the grant process to start in 2012; Grit Bins: Grants under the support scheme had been given to the residents of Barn Hatch Close, Clare Road, Paddock Road and The Pells.  Sign at The Pells:  The wildfowl feeding sign was expected to be delivered in the near future; Street Furniture:  the “tree seats” in the pedestrian precinct had been re-furbished by the town Ranger - one was already reinstated and the remaining items expected to be finished shortly.  The Ranger would then start a programme of refurbishment of items along the riverside walk past Tesco and through Malling Recreation Ground.  This would complete the refurbishment of all the Town Council’s street furniture, which had been neglected for some thirty years, and then a programme of routine maintenance would be commenced.  Members asked that their appreciation of the high standard of work carried out by the Ranger in this regard over the past five years be formally recorded; Member Training:  It was hoped to arrange Saturday training sessions at the Town Hall that would comprehensively cover the training needs of Members.  This would be considerably more cost-effective and practical than the residential weekend format usually promoted by the county association, and offered the potential to offset the costs of these sessions by offering places to other parish councils.  Further details were awaited. Staff matters: Despite an injury sustained during her maternity leave, it was anticipated that Faye Willis would be fit to return to work as planned in January 2012.  She awaited a firm prognosis.
FC2011/86	NOTICE OF ITEMS IN PROSPECT:  Members were advised of the following: a)    The Finance Working Party to discuss the Council’s budget and precept for 2012/13 would meet at 6.30pm on Thursday, 24th November 2011 in the Council Chamber; b)    A Communication Working Party meeting was to be arranged;  c)    It was hoped to arrange an “end of season” meeting with the Pells Pool Community Association.  All Members were welcome to attend. d)    The Grants Panel would meet on Wednesday, 23rd November at 5.30pm in the Town Clerk’s office. e)    The deadline for comments (to TC) regarding the Boundary Commission’s change proposals was 28th November 2011; f)    The Planning Committee would meet on Tuesdays, 29th November and 12th December 2011, both at 7pm in the Yarrow Room. g)    The next planned Councillors’ “drop-in” surgeries were programmed for Monday, 14th November, which Cllr Daly would attend, then 12th December with Cllr Turner in attendance.  Councillor R Murray had volunteered for the surgery on Monday 9th January 2012. h)    The next meeting of Council was scheduled for Thursday, 15th December 2011 at 7:30pm in the Council Chamber, with the deadline for submission to the Town Clerk of proposed items for the agenda being 12 noon on Monday, 5th December 2011.         Agenda items in prospect included reports on: Malling Community Centre; Pells Lake volunteers; devolution of assets/services (feedback from discussions with Lewes District Council); Budget and Precept setting; and nomination of the Mayor-Elect and Deputy Mayor-Elect for the 2012/13 municipal year.
FC2011/87	Members were concerned to learn that some 74,000 people in East and West Sussex were believed to be living in fuel poverty and yet heartened that some people in less need were donating money to help alleviate this hardship through the Sussex Community Foundation’s “Surviving Winter” initiative: www.localgiving.com/communityfoundation/sussex
There being no further business the Mayor closed the meeting and invited all present to join him for refreshments in the Mayor’s Parlour.

The meeting ended at 9: 20 pm

                  Signed:............................................................................................ Date: ..............................................