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MAYFIELD AND FIVE ASHES PARISH COUNCIL  

ANNUAL REPORT FOR THE YEAR 2008/2009  

Martin Pitcher, Chairman Mayfield and Five Ashes Parish Council

1.  INTRODUCTION

1.1.     The fourth Mayfield and Five Ashes Parish Council Annual Report to residents of Mayfield and Five Ashes, covers the activities of your Parish Council during the year 2008/9.

1.2.     It gives information to the community which is required by statute, and also reports on achievement and set-backs of the Parish Council during the year.

1.3.     As the first tier of English Government, the Mayfield and Five Ashes Parish Council provides an increasing number of basic services, consults with the two principal authorities and a number of other Government bodies on behalf of the electorate and provides advice on planning and the protection of the environment as well as many other activities

1.4.     Mayfield and Five Ashes Parish Council is one of 42 Parish Councils in the Wealden District Council Area, and is the 544th Parish Council in England to gain Quality Council status. This was achieved on 8 February 2008.

1.5.     The process of decision making required to carry out the Council’s duties and responsibilities is carried out by the 15 Parish Councillors, elected by residents and where necessary co-opted by the Parish Council. Parish Councillors represent residents from the three Parish Council electoral wards as under:

1.6.     Decisions for the community are made at meetings of the Full Council, which in Mayfield and Five Ashes meets no less than eleven times per year as follows:

1.7.     Detailed work of the Parish Council is carried out by its:

1.8.     The Advisory Committees and the sub-committees are assisted by no less than 30 lay members, drawn from residents of the community who give a great deal of help, advice and expertise to the successful working of the Council.

1.9.     The Parish Council also employs a qualified Clerk who carries out the decisions and actions of the Parish Council and provides management, administrative, and financial services for the Council. In addition the Clerk in conjunction with the Chairman ensure that all Council activities and financial transactions are conducted lawfully. The Clerk is an Associate Member of the Institute of Local Council Management (AILCM).

2.      THE COMMUNITY

2.1.     At the first of January 2009 the total electorate and number of dwellings were as follows:

  Mayfield Five Ashes Rushers Cross Total
Dwellings 1094 278 102 1474
Electorate 2103 573 214 2890
Council Seats 11 3 1 15
% Dwellings of Total 74.2 18.9 6.9 100
% Electorate of Total 72.8 19.8 7.4 100

2.2.     Compared with the first of January 2008 there are an additional 3 dwellings, and a decrease in the electorate of 6. The distribution is as follows:

  Dwellings Electorate Average number of electors per council seat
Mayfield +8 -4 191
Rushers Cross 0 +5 214
Five Ashes -5 -7 191
Total +3 -6 193

2.3.     The total population for the Parish is analysed in the tables below:

Age (UV04)
Apr-01 Mayfield Five Ashes Total Males Females
Total 0-4 116 41 157 71 86
Total 5-10 186 66 252 113 139
Total 11-18 410 95 505 227 278
Total 19-30 220 79 299 135 164
Total 30-50 674 266 940 423 517
Total 51-65 541 235 776 348 428
Total 66-100+ 528 194 722 326 396
Total 2675 976 3651 1643 2008

          Taken from 2006 census data

  MAYFIELD* FIVE ASHES
Whole Population 73.3% 26.7%
Dwellings 80.7% 19.3%
Electors 80.0% 20.0%

          * Includes Rushers Cross ward

Population breakdown by age

The figures below are the latest available.

2.4.     Services provided by our villages

This table is based on the village matrix, which is sent to WDC on a periodic basis, and is used for planning proposals. In WDC, Mayfield and Five Ashes are classified as a large village with growth potential.

Key: √ = Yes X = No

Type of Service Mayfield Five Ashes
Nursery/pre school √ √
Primary School √ √
Secondary School X X
*Mayfield St Leonards √ X
*Skippers Hill X √
Doctor √ X
Dentist √ X
Dispensary √ X
Convenience √ X
Post Office √ X
Library √ X
Place of worship √ √
Community Hall √ √
Business areas X √
Other locally significant employment opportunities √ X
Within two miles of a railway station X X
Hourly bus service to nearest main centre √ √
Petrol filling stations X X
Children’s play areas √ √
Playing pitches (all types) √ √
Sports pavilion/changing facilities X X
Multifunctional green spaces √ √
Within five miles of a main town √ √
Broadband available √ √
Five Station √ X

          *Note: these schools are privately funded

2.5.     Active groups in the community
          The villages of Mayfield and Five Ashes are highly active communities, using their own resources to provide many of the services and activities the community enjoys.
          At the time of publication there are no less that 56 organisations in the community and these are summarised below


Churches 		5
Sports Clubs 7
Scouts and Guides 5
Organisations for Youth 2
Organisations for Elderly 5
Clubs and Societies 25
Other 7
Total 56

 

3      THE YEAR

3.1     The year 2008/9 saw a continuation of the consolidation of the Parish Council’s activities and processes.
          There were many achievements, some disappointments, and a lot of hard work.

          Achievements in Summary

3.2     The Parish Council completed further capital investment programmes as under

3.3     Substantial grants were made to other bodies for projects to improve the village, its services, and its organisations, Regular Grants, Irregular Grants – one off payments for a specific project. In total £13328 was paid out in grants.

3.4     Services provided by the Parish Council were maintained and improved where possible.

3.5     Project and service provision which did not go well were:

 

4      ELECTIONS AND CO-OPTIONS

4.1     There were two changes to the composition of the Parish Council during 2008/9.

4.2     The resignation of Ms C Swingland for personal reasons led to the co-option of Lloyd McLean as a replacement member for Mayfield ward.

4.3     The resignation of Mr T Lay for personal reasons led to the co-option of Ms M Aitkin as a replacement member for Rushers Cross ward.

4.4     The composition of the Parish Council at the end of 2008/9 is as follows:

Ward Elected Co-Opted Total
Mayfield 10 1 11
Five Ashes 3 - 3
Rushers Cross - 1 1
Total 13 2 15

The percentage of elected members is 86.7% compared with 93.1% at the last Parish Council election.

5      FINANCE

5.1     The provisional un-audited Financial Results for 2008/9 for Mayfield and Five Ashes Parish Council are:

Income £
Precept  73509
Council Reserves  17170
Other    3299
Total  93978

       Expenditure

A Salaries and Wages 17646
B Section 137 expenditure 2437
C Grants 10891
D Village Services 10049
E Street Lighting 9857
F Community 3484
G Recreation 9334
H Rights of Way 1579
J Traffic  273
K Youth 5157
L Public Entertainment -
M Elections -
N Office Overheads 17890
N Extraordinary Expenditure -
P VAT not claimed -
Q Projects 4481
  Total 93978

5.2      2008/9 Provisional Review
The Parish Council embarked on a more modest budget than in the previous year.
A budget of £102,698 was approved by the Full Council, which was funded by a precept of £73509, £2500 from grants, with the balance coming from other sources, including £17784 from the Parish Council’s reserves.

Income
Income at £86,809 is £15884 below budget

Note: The need to use our committed reserves was held, and £4784 of the budgeted amount has not been taken up. (1)
(1)     These issues were taken into account in the regular outturn adjustments.

Expenditure
Expenditure at £93978 is £8720 below budget forecast of £102698, due to:

Project work at £4481 was due to £1300 for a new street light at Five Ashes, £1750 for a new street light in South Street, and the removal of redundant capital lighting equipment in the High Street Mayfield. In addition a sum of £1425 for the provision of Topographical surveys for the Mayfield village centre project. However the overall result for project work was £2219 below budget forecast.

5.3     Cash Balances at the end of the year were £23648. These were accounted as follows:

5.4     Parish Council assets increased during the year by £3050 to a total of £208777, of which £103600 was attributable to Court Meadow assets and £105177 to Council assets.

5.5     During the year further changes were made to the Financial reporting systems to enable greater depth of analysis and clarity of presentations.

5.6     The Statutory Annual Return was published in December 2008

5.7     During the year Graham Parish (ACMA) continued as Internal Auditor.

5.8     The total expenditure on Councillors Allowances in 2008/9 was nil.

5.9     The total expenditure on Councillors Expenses in 2008/9 was nil.

5.10     A year of achievement, maintaining our increased range of services to residents.

 

6      HOUSING

6.1     The housing schemes within the Parish consisting of Wealden District Council ordinary, HOPE projects and village infill projects are reviewed below for progress during the year.

6.2     In addition there were a number of infill applications which were agreed and will increase the housing stock.

6.3     The major projects can be summarised as:

Authorised or under construction 75
Planning applications approved            37
Planning applications being processed    5
In early planning stage  10
Total 127

6.4     It should be noted that the total required for Mayfield and Five Ashes Parish Council as part of the WDC target is estimated at 160, but may increase in the future.

 

7      ADMINISTRATION

7.1     During the year further work was carried out to develop the Parish Council processes. These include:

7.2     The Assistant Clerk was unable to continue with full-time work and had to reduce to one morning per week. Later in the year the Assistant Clerk resigned due to personal reasons. Attempts to replace the Assistant Clerk were not successful. The Clerk adjusted the office routines and is currently working without an assistant.

7.3     The Village and Parish Council website was developed during the year and expanded in size. Community use increased and is currently over 600 hits per month.

7.4     Further improvements were made to the Financial reporting and budgeting processes.

7.5     The Clerk sat for a further section of the Certificate of Local Council Administration which qualifies the Clerk to undertake projects under the new ‘Power of Well-Being legislation’.

7.6     Articles on Parish Council events and decisions were published in Yellow Pages for each month of the year.

7.7     The number of public concerns dealt with by the office remained about the same level as last year at around 25-30.

7.8     The Clerk attended a training course on the Power of Well-being legislation requirements.

 

8      THE FULL COUNCIL

8.1     The Full Council met eleven times during the year 2008.

8.2     Attendance during the year was below its previous high levels. The reasons for non-attendance were business pressures, annual holidays and personal reasons. Attendance figures are given in the table below, which also shows similar data for the previous four years. The attendance percentages reflect attendance over all the eleven meetings.

2004/5            84.8%
2005/6            85.4%
2006/7            89.3%
2007/8            89.7%
2008/9            88.7%

8.3     At the Annual Meeting held on 14 May 2007, Councillor Martin Pitcher was elected Chairman and Councillor Robert Fitzsimmons was elected Vice Chairman.

8.4     In all the Full Council, the committees, and sub-committees held some 82 meetings during the year all of which are documented.

8.5     The Parish Council are indebted to East Sussex County Council Councillors Robert Tidy and Chris Dowling for their help and support during the year, and to Wealden District Council Councillors Brian Redman, Robert Standley, Graham Wells and Jonica Fox, who do much to help the Parish Council over local issues.

8.6     That the democratic process is working is shown by the attendances from members of the public. In the year no less than 68 members of the public attended meetings of the Full Council. In 2007/8 there were 132 attendances from members of the public. There was at least one member of the public at most meetings.

8.7     Twelve Resolutions were discussed and debated by the Full Council, which are summarised below:

7K01 Mayfield Village Centre – land on Court Meadow Passed
7F01 Appointment of Internal Auditor Passed
8C02 Street Trading Contracts Withdrawn
8C03 to 8C06 Section 137 projects and grants All Passed
8C07   Not used
8C08 Village Green Status for Court Meadow Lost
8C09 Freedom of Information Act Passed
8C10 Argos Hill Windmill Trust Membership Withdrawn
8C11 Local Governance Review Passed
8C12 Five Ashes Speed Restrictions Withdrawn

8.8     In November the meeting of Five Ashes Primary School and Mayfield Primary School Councils and the Parish Council took place in Mayfield Primary School Hall. There were nineteen members on the school council in attendance plus eighteen other members of the public. Six actions were agreed by both councils.

8.9     The Council’s representatives on other bodies stands at fourteen during the year, with additional representatives being agreed for – Transition Mayfield, Village of the Year and Open Door.

          The full list is as follows:

1 Mayfield Charities
2 Mayfield Primary School
3 Mayfield Memorial Hall
4 Mayfield Village Centre
5 Transition Mayfield
6 Five Ashes Primary School
7 Five Ashes Village Hall
8 Mayfield and Five Ashes Chamber of Commerce
9 Old People’s Welfare
10 National Health Matters
11 Argos Hill Windmill
12 Open Door
13 Village of the Year
14 Gypsies and Travellers

 

9      LIGHTING

9.1     During 2008/9 two new street lights were commissioned:

        The street light at Five Ashes was as a consequence of a request from the Five Ashes Primary School Council.

9.2     In addition street light No 2 at the junction of the A267 and Rotherfield Lane was renewed in entirety following the demolition of the original street light as a result of an unreported traffic accident.

9.3     Numerous other out of contract repairs were carried out, including the refurbishing of the switch gear for the East Street area and the removal of an old redundant light standard in Mayfield High Street.

9.4     At the end of the year 2008/9 the maintenance contract with EDF Energy terminated. Tenders for our lighting maintenance were sought from:

          The contract for 2009/10 was awarded to Direct Technical Services, and it is envisaged that with this contract a much better service to residents can be provided.

9.5     A review of lighting up times was carried out during the year and will be implemented when the next street lighting power contract becomes due.

 

10.    VILLAGE OF THE YEAR

10.1     The Village of the Year competition was again contested during the year, and the Mayfield entry was regrettably unplaced.

10.2     At the all important presentation to the three judges, the Parish presented the following issues:

10.3     The presentation to the judges was led by Ms Diane Kirkness, and the presentations were made by a number of our village organisations, who gave time and effort to make our entry as good as possible.

 

11      ANNUAL ASSEMBLY

11.1     The Annual Parish Assembly was held on Monday 2 June 2008 at Five Ashes Village Hall and was attended by 11 members of the Parish Council and 24 members of the public as well as representatives from Wealden District and East Sussex County Councils.

11.2     The meeting discussed the following issues:

11.3     Actions were placed as follows:

On the Police            2
On the Parish Council            6
On East Sussex County Council            1
Total            9


12      THE COMMITTEES

12.1     The Committees of the Parish Council had another busy year with a total of 67 meetings.
12.2     There were four miscellaneous meetings:
          8M02 and 8M04 on Mayfield Village Centre land issues and
          8M01 and 8M03 on Five Ashes Speed Restriction matters.
12.3     In addition as part of the Quality Control disciplines, the Parish Council’s new Risk Assessment sub-committee worked to ensure that all Parish Council processes and disciplines were robust.

 

13      FINANCE AND GENERAL PURPOSES COMMITTEE

13.1     The Senior Committee of the Parish Council with executive status which directs and monitors the Parish Council finances and Parish Council processes. It consists of seven members and was led by Councillor Chris Lilly.

13.2     The Committee met eleven times during the year, with an attendance rate of 87.0% an increase of 0.6% over the previous year.

13.3     Key achievements were:

South Street allotment site reviewed.

13.4     The Annual Return was completed in December 2008.

 

14      PLANNING COMMITTEE

14.1     The Planning Committee which is also of Executive status is composed of six members. The Chairman as from May 2008 was Councillor Peter Deller. The Committee met a total of 18 times, two times fewer than 2007/8. The attendance rate was 90.2%.

14.2     The Clerk’s office has now built up a substantial library of Planning Applications and comprehensive drawings spanning over three years, and these have proved a valuable aid to the committee in its deliberations and to members of the public who have complete access to the archives.

14.3     There were 131 applications received during the year, a decrease of 37 (22%) over the previous year. Of these 109 were passed without objections and the remaining 19 with an objection. There were three cases of deferral.

14.4     Wealden District Councils assessed 114 of our planning applications during the year. The results were:

Parish Council and WDC are in agreement            98            86%
Wealden District Council overrules Parish Council decision            16            14%
The percentage where the views of WDC were contrary to the Parish was 14%.

14.5     Of the 131 Planning Applications reviewed:

Were for Full Planning Applications            92
Were for Listed building consent            25
Were for major projects (10 houses or more)            5
Were for other types of application.            9
It should be noted that a single development project may have more than one planning application.

15      RIGHTS OF WAY ADVISORY COMMITTEE

15.1     The Rights of Way Committee met six times during the year. The Committee is comprised of three councillors and five lay members, and is chaired by Councillor Jayne Bramwell.

15.2     During the year the following main tasks were completed:

          The years work was made difficult by continual re-organisation of East Sussex County Council Rights of Way team which made essential communication difficult.

15.3     In all 85 tasks were completed during the year, 11 more than in 2007/8. At the end of the year there were a further 46 tasks in hand. The programme of work is analysed below.

Description Current at 1 April 2009 Completed 2008/9
Stiles and Gates 7 22
Way markers and finger posts 6 18
Heavy and light clearances 16 37
Legal and other 4 1
Bridges 7 6
Resurfacing Work 6 1
Total 46 85

 

15.4     A co-ordinated system of shared work programmes has been developed with East Sussex County Council.

15.5     Diversion of footpath or bridleway projects in hand at the end of the year were:

       * Subject to appeal procedure.

15.6     There were currently two projects to open up new footpaths and bridleways.

15.7     ESCC have carried out a digital survey of the Mayfield and Five Ashes Rights of Way and it is hoped to have a copy of the survey available for use by the Parish Council.

 

16      DEVELOPMENT COMMITTEE

16.1     The Development Committee met seven times during the year. The Committee is comprised of three councillors and four lay members and is chaired by Councillor Deveda Redman. The Committee is of advisory status. Its work during the year was to compile and complete the Mayfield and Five Ashes Action Plan. The plan was delivered in February 2008 and a further innovation was the development of the plan so that it would easily fit with the Wealden District Council Plan of which if forms a part.

Other achievements during the year were:

16.2     It is anticipated that the Planning and Development workload will increase over the year 2009/10.

 

17      COURT MEADOW MANAGEMENT

17.1     Court Meadow is now a fully owned asset of the Parish Council, and is managed by a small advisory committee. The Committee consists of three councillors and two lay members, and is chaired by Councillor Patricia Balfour.

17.2     The Committee used to meet four times per year, but the general management of Court Meadow has meant that the meetings of the committee have had to be increased, and consequently it was decided that the Committee will meet eleven times per year. During 2008/9 there were four meetings.

17.3     The purpose of the committee is to produce policies to enable the Clerk on behalf of the Council to carry out the following functions:

Financial responsibility for all items is vested in the Finance and General Purposes Executive Committee and the Full Council. There will be no separate accounts for Court Meadow.

17.4     During the year and following a suggestion at the Parish Assembly by a member of the public the Committee was involved in the debate as to whether the Parish Council should register Court Meadow as a Village Green. Although there would be problems it was not impossible to achieve this, however the Parish Council decided (RESOLUTION 8C08) not to seek Village Green status and instead manage Court Meadow as a recreational asset on behalf of residents. It was also decided to review the decision on a four yearly basis, with the next review in 2011/2012.

17.5     During 2008/9 costs and revenues for the care of Court Meadow and Five Ashes play areas were:

Court Meadow and Five Ashes Play Area             £
Play Area Maintenance                1196
Mowing                2017
Seats and Benches                    80
Litter Clearance                1674
Boundary Maintenance                  370
Footpaths                  911
Play Ground Maintenance                4088
Total              10336
Rents etc Court Meadow                  528
Total                9808

17.6     During the year there was considerable debate over the provision in principle of land for the use of the proposed new Mayfield Village Centre. The Mayfield Village Centre Committee asked for a large parcel of land, which in effect would mean that the proposed building would be sited on an area of outstanding natural beauty, whereas the Parish Council was of the view that the plot of land should be considered within the development boundary. A compromise was eventually reached which moved the boundary up to a line commensurate with the pathway to the old players hut. This decision is recorded in the Mintues 8M04 of 16 March 2009.

17.7     The Court Meadow Management Committee recommended that the Parish Council make an upward revision to the charges made for the use of Court Meadow. The Parish Council accepted this recommendation and the revised charges were incorporated in the 2009/10 budget.

 

18      SECURITY COMMITTEE

18.1     The Security Committee which is of advisory status is led by Councillor Robert Fitzsimmons and met six times during the year. The committee consists of four councillors and six lay members, including the Police and Neighbourhood Watch.

18.2     The Committee handles all the Parish public safety issues including cover for emergency. The Committee have continued to develop co-ordination processes between the Parish Council and District Council and the Police.

18.3     The Committee is one of growing importance, as legislation on community safety issues is cascaded down from Central Government.

 

19      TRAFFIC COMMITTEE

19.1     The Traffic Committee met twice during the year and in addition there were two special consultation meetings. The Chairman of the Traffic Committee is Councillor Peter Deller and the Committee is composed of five councillors, and seven lay members. The lay members include officers from East Sussex County Council and the Police and gives the Committee an input to our higher authorities.

19.2     The key achievements of the Committee during the year were:

 

20      YOUTH COMMITTEE

20.1     The Youth Committee met eight times during the year. The Committee is comprised of two Councillors and eight lay members, and is chaired by Councillor Deveda Redman.

20.2     The year’s work consisted of ensuring the smooth running of the Youth Drop-in Centre. In the summer months, during 2008, saw the continuation of out of village trips to various theme and adventure centres. These were most successful.

20.3     The services of two professional youth workers, (youth leader and assistant), and the Youth Drop-in Centre is now in full operation meeting on Tuesday evenings at London House throughout the year.

20.4     The Parish Council has made a substantial investment in the Youth Drop-In Centre, and costs of £5157 against a budget of £5500 were incurred.

 

21      RISK ASSESSMENT

21.1     The Risk Assessment Sub-Committee consists of four councillors and met three times during the year.

21.2     The following items were examined:

 

22      CONCLUSION

22.1     The Parish Council have achieved much during 2008/9, and can be justifiably proud of their elevation to the status of Quality Council.

22.2     We believe that we have continued to increase the range of services that we provide to residents through:

23.3     In financial terms our commitment to our villages during 2008/9:

  £ %
Grants to Organisations 13328 22.9
Village Services 10049 17.3
Recreation and Environment 10913 18.8
Street Lighting 9857 16.9
Community Projects 4384 7.5
Youth Projects 5167 8.9
Other Projects 4481 7.7
Total    58179 100.0

22.3     The Parish Council have completed a successful year, but there are many programmes which still need to be completed. The Council are very appreciative of the many suggestions and comments made by residents, and also the help and advice received from out principal authorities East Sussex County Council and Wealden District Council.

 

Name: Martin Pitcher
Date: 1 June 2009

Annex 1

List of Councillors, Names and Addresses


Martin Pitcher, Chairman (MP)
West View, West Street, Mayfield,
East Sussex TN20 6BA
Tel 01435 874730
Email: sales@cedarsupplies.com 		Jayne Bramwell (JB)
Claytons, Newick Lane, Mayfield
East Sussex TN20 6RD
Tel 01435 873556
Email: richardbramwellqc@hotmail.com
Robert Fitzsimmons, Vice Chairman (RF)
Westfield Close, Five Ashes,
East Sussex, TN20 6LA
Tel 01825 830787
Email Rfitzsimms@aol.com		 Lloyd McLean (LM)
Mallards, Five Ashes
East Sussex, TN20 6NN
Tel 01435 872244
Peter Deller (PD)
Longmead, Tunbridge Wells Road,
Mayfield, East Sussex, TN20 6NU
Tel 01435 872193
Email pdeller@onetel.com		 Graham Playfoot (GP)
Weald View, Five Ashes,
East Sussex,
TN20 6HS
Tel 01825 830511
Monica Aitken (MA)
Coldharbour, Lake Street, Mayfield,
East Sussex, TN20 6PT
Tel 01435 872454		 Jane Driscoll (JD)
May House, The Warren, Mayfield,
East Sussex, TN20 6UB
Tel 01435 872700
Email driscollj55@aol.com
Deveda Redman (DR)
Fair Meadow Farm, Fir Toll Road,
Mayfield, East Sussex, TN20 6NA
Tel 01435 872558
Email devedaredman@hotmail.com		 Paul Amans (PA)
Sunnybrook Farm, Fletching Street,
Mayfield, East Sussex, TN20 6TH
Tel 01435 872106
Email pdamans@hotmail.com
Hubert Hills (HH)
Old Warren, East Street, Mayfield,
East Sussex, TN20 6TU
Tel 01435 872017		 Jeremy Watkiss (JW)
Cherry Tree Cottage, Coggins Mill Lane, Mayfield,
East Sussex, TN20 6UT
Tel 01435 873844
Email jerrywatkiss@jswcreative.co.uk
Patricia Balfour (PB)
Knowle, Newick Lane, Mayfield,
East Sussex, TN20 6RD
Tel 01435 872930
Email pfbalfour@knowlefarm.com		 Christopher Lilly (CL)
Versyns Farm, Vale Road, Mayfield,
East Sussex, TN20 6BD
Tel 01435 873631
Email chrislilly@versyns.com
Elaine Wheeler (EW)
31 Queensmount, Five Ashes,
East Sussex, TN20 6LH
Tel 01825 830809
Email Elaine.wheeler@yahoo.co.uk		  

 

 

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