Present:

Martyn Stenning, Chairman – Lime Aid
Andrew Ledward, Treasurer – Lime Aid
Mike Benians Secretary – Lime Aid
Jeffrey & Marjorie Brooks Downsview Crescent, Uckfield
Jo Burchett Pine Walk, Manor Park, Uckfield
Dale Foden ESCC Highways
Steve Ward Boundsway, Uckfield
Cathy Watson Cathy Watson Associates
Sue Kingshott Cathy Watson Associates (minutes)

Apologies:

John Chaplin, Prince Edward’s Road, Lewes
Peter Fordham Oak Tree Court
David Bracey Hempstead Road
Andy Seaton ESCC, Lewes (Education dept)
Allan & Keetje Strong Ringmer
Admiral Ian Robinson Bedford Place
Terry Morford Lime Close
Barry Knights Uckfield Regeneration Partnership

1. Welcome by Chairman
Martyn Stenning welcomed those attending the meeting, thanked everyone for coming and read out the list of apologies. He also advised that items 6 and 10 on the agenda were going to be swapped in order that the guest speaker could leave earlier.

2. Approval of minutes
Chair asked if anyone had any comment to make on the minutes of the AGM, held on 17th January 2008. There were none, so the minutes were approved and signed.

3. Matters arising
Progress report - addressed in the order the items appear on the agenda:

• Website – Martyn re-iterated the suggestion that everyone should look at the website at http://www.limetreeavenue.co.uk.

• Task day (19/1/08) – Martyn said that the task day was a great success as a lot of work was done, although additional people would have been good as we ran out of time. Have to wait now until the Autumn/Winter to cut back the epicormic growth, November at the earliest, so need to arrange another Task Day. Mike Benians asked if an earlier task day was possible, but Martyn advised that the trees should be dormant when the epicormic growth is cut back as this may be being used as nesting sites currently.

• Tree fall – the tree that fell down recently across the UCTC entrance was a poplar and was probably planted in error. We need to consider the issue of the safety of the other poplars and will come onto this later. Jeffrey Brooks recorded his thanks to Mike for helping with finding contractors for the clear-up operation.

• Charity status – Mike had understood that John Chaplin had intended to attend today’s meeting to update, but John sent his apologies, so no news on this.

• Adoption of LTA by ESCC – will follow under section 6.

• Manor Park footpaths initiative – Martyn confirms that we are not able to get involved in this at this juncture.

• Offer of grant from Sussex Gardens Trust – the idea came from either Anne Bullar or Eleni Stevenson Clarke, both being on the SGT small grants Committee.
[To do - Discussion regarding this needs to go on the next agenda]
Mike is going to the Sussex Gardens AGM over the coming weekend so Martyn asked Mike to thank them very much for their offer that will be a contribution, not the full amount of the interpretation board. Martyn was involved with sourcing one at Hempstead Meadows that is vandal-proof that has been very successful and asked if Mike could mention that at the SGT AGM.
[In the meantime, we need to look at prices].

• Right of Way registration – we know what needs to be done.

• Finance – Lime Aid has existed, to date, through donations and grants and Mike has identified other sources of grant funding. Also, Mike suggested we should now consider the idea of a subscription to Lime Aid for two reasons: 1) to sort out those people really interested and committed and 2) to create a nominal source of income. Martyn suggested £5 but Mike felt that people would pay such a small amount but still not get involved and suggested £10. Mike confirmed that the Uckfield & District Twinning Association had just doubled their subscription from £5 to £10 per annum. He went on to say that we would need a membership secretary who would keep a list of members and collect the subscriptions. Jo Burchett “volunteered”(!) although she is unable to attend meetings held on the third Thursday in the month so we need to consider this when setting meeting dates. This annual subscription will be to cover the costs of administration and the fee of £10 per family, per year, was agreed. It will need to be paid to Jo to record and pass on to the treasurer for banking.

• Five Year Plan – Martyn has a lot of this in mind, but has not yet prepared a formal plan. He is intending to look at this over the summer months.

• Cathy Watson Remuneration – Martyn feels this should be delegated to the secretary and treasurer to work out – comes up later on agenda.

• O/S matters – Jeffrey Brooks said that there is no point in doing the fencing until the poplars have been attended to and Mike said this is due to happen in May. Martyn said this is the worst time to do it as there will be organisms living in them. Mike believes that there is no choice as one has already fallen down, although Martyn advised that it is illegal to fell them if there are birds nesting in them. Mike said that the one that fell down had virtually no roots, although Martyn said that this doesn’t necessarily mean that the others are dangerous and believes that we should wait until the Autumn if possible. Dale Foden, from ESCC, advised that they can be felled if you obtain an exemption from the RSPB which can be done if you can prove any potential hazard. Martyn suggests that we have them inspected and asked Mike to arrange this. Mike agreed to ask Messrs Bagguley, Tree Surgeons, to do so.

- County solicitor writing to people – Mike advised that there is no movement on this.

- Mike advised of a small problem regarding the ordering of the new trees, in that we need to order first before matching them to our existing trees. Martyn thinks that ours are probably hybrid although it doesn’t matter greatly and in fact, the large leaf variety can be better as they are less prone to epicormic growth. We need to get a quote for 10 trees; Martyn says either hybrid or large leaf as ours are probably a mixture already and they are very similar in appearance.
[To do – Mike to arrange for quote]

4. Choose dates for task days
Mike advised that only litter picking can be carried out as no work can be carried out around the base of the trees until the Autumn. Task day has been set for Saturday 29th November which coincides with National Tree Week.

5. Choose dates for tree planting – to replace felled poplars
This can be done on the task day arranged in point 4, so 29th November 2008.

6. Guest speaker from ESCC Highways
We were lucky enough to have Dale Foden from ESCC Highways at the meeting; he looks after Highways for this part of the county and had been asked to look at whether ESCC would adopt LTA. Dale advised that it is not very often that a footpath is adopted and that, recently, it has only been roads built by developers, overseen by Highways at each step, that have been adopted. He said that ESCC would need to know what exactly we want to have adopted, ie. path, trees, surfacing, fencing, etc. After some discussion, Martyn confirmed fence-line to fence-line for the full stretch of the avenue. Dale felt that maintenance of the trees would present the first of many problems as ESCC do not have a policy of pro-active tree maintenance. He advised that the council have grass cutters, but do not have workers on verges, etc. ESCC would also need to know the status of the avenue, ie. is it a footpath, is it for use as a cycle path, will there be vehicular access? Martyn advised pedestrians, cyclists and horses, but that the bollards are removable just in case the emergency services require access. Dale advised that if there was any possibility of vehicular access, the avenue would need to be construction standard, adding that the top end was not even close to meeting the standard for a footpath at the moment. Current classification is as a ‘Private Street’ from Hempstead Road to Downsview Crescent, which means there is a public right of access but it is not maintained by the Highway Authority. The remaining section from Downsview Crescent to Woodlands Close is classified as a ‘Private Road’ where there is no public right of access. Jo asked who maintained the avenue when it was the right of way for the school, but Dale said he would need to look into that, although it is possible that the college may have carried out minor works. Dale is going to advise what standards ESCC will be looking for, but expects it to be a sub-base of 150mm with a top base of 75mm, confirming that LTA is not of an adoptable standard at present. Mike handed Dale a map showing an area that ESCC are obligated to maintain, which they do not and asked what we can do to get this addressed. Dale is going to look into ESCC’s records. He advised that, legally, he is not able to spend any budget on anything that is not a public highway. Dale said that he thinks there may be some liability on the owners and that there would definitely have to be an agreement from all owners before it could be adopted. Dale said that ESCC would need a lot of information regarding services, electricity, etc., who maintains the street lighting, who the service ducts belong to & what they are for, proof of drainage system. All services would have to be noted, even if they only ran under the path.
[To do: ask town council about the street lighting]
Dale advised that, although there is no statutory requirement to provide street lighting anywhere, he imagined that the county council would want to have it installed before adoption would be considered. Martyn asked if someone could inspect the area and provide a report to give us the information that we need and Dale replied that it was mostly done and that he will report back in writing. Martyn told Dale that we are just a local action group looking to improve a deteriorating local landmark and that it appears that the county council don’t want the responsibility of maintaining it. Dale agreed that there are probably lots of similar anomalies across the country.

Martyn asked if it should be the responsibility of volunteers to bring the avenue up to standard and Dale agreed probably not, but added that that doesn’t make it the responsibility of the Highways Agency. He also advised that we will have a much better chance of getting grant funding than a local authority would. Martyn asked Dale for a specification and advice and our treasurer says that we would need the spec. to be able to get prices before applying for funding. Dale has contacts with good local contractors that he can help with and said that he cannot think of any reason why LTA shouldn’t be adopted on achieving standard. (Point of ref. Highways Act Section 37, 228). Dale did say, however, that it might not be maintained to a standard that we like! He finished by confirming that he is happy to advise us through the process and will help as much as he can; he just isn’t able to provide any public funds.
Dale confirmed that he is going to check with the property team about ESCC’s covenant to maintain a section and Jeffrey Brooks is going to look for some correspondence he received from the Education Authority in the late 1960s so Dale can look into this too.
Martyn thanked Dale for attending.

7. Proposal to consider future nominal annual subscriptions
This was covered under matters arising in the progress report.

8. A.O.B.
Mike distributed a written submission on behalf of some local residents with concerns about the Lime Aid long term objectives. (See below).

9. Date and Time of next meeting
The date of the next meeting has been agreed as Thurs 25th Sept. 2008 at 7.30 pm (subject to UCTC availability).

10. Proposal to retain Cathy Watson of Cathy Watson Associates
Treasurer asked where Cathy Watson’s fee was going to be paid from. Mike stated that it will be paid from the funds in the bank account. Treasurer expressed concern that this is the loan from Mike. Mike is happy for this to be used as a monthly donation, rather than a loan, as he feels Cathy’s services are much needed. Chair asked if any objections and there were none. Treasurer recorded thanks to Mike for this financial support.

11. Thanks & closure
Meeting closed 9.06pm.

Notes for AOB – Lime Aid meeting on 24th April 2008 (Ref: LTA 231).

1) The residents (owners) of Lime Tree Avenue wish to record their fears about Lime Aid’s expressed intention to “Restore Lime Tree Avenue to its former glory - and to maintain it thereafter”.

Several owners with “Lime Tree Avenue” addresses (Lime Tree Avenue nos. 3 – 8) do not wish to have the Avenue resurfaced and widened to its original width of 11 feet. They point out that such a pristine surface (and width) will only attract the ‘boy racers’ and the hooligan motor-cyclists – who circumnavigate the bollards, or smash them – driving onto their gardens, which front the carriageway – without any protective fencing. In addition to the ‘boy racers’, police cars have also been known to chase the tearaway youths! Another hazard to be considered, is that the Avenue becomes an ideal sloping ‘Skateboard Alley’.

2) Terry Morford (6 Lime Close) organised a private initiative to resurface the ‘twitten’ between Lime Tree Avenue and Lime Close - because it had become so broken-up and was in a dangerous condition. He circulated 35 close resident/owners to try to obtain support and funds. In the event, 25 resident/owners contributed to the resurfacing. The immediate response by the younger generation was to use the twitten for skateboarding!

The residents make the point that they are willing to contribute to the upkeep of these private footpaths - but they object to contributing towards paths which, by default, have become Public Footpaths – for use by every resident (and dog) on the Manor Park Estate.

The residents are fully supportive of the work Lime Aid are doing in respect of the Lime Trees, cutting back the epicormic growth, felling the four rogue poplar trees and organising the replanting programme with new saplings.

Ron Jenner, 6 Lime Tree Avenue, Uckfield, TN22 1TD was spokesman for the above contentions and they were endorsed by Terry Morford, 6 Lime Close, Uckfield, TN22 1TE.

 

 

 

Agenda for meeting to be held on Thursday, April 24, 2008 at 7.30pm
in the library at Uckfield Community Technology College.


1. Welcome by Chairman – Apologies for absence.
2. Approval of Minutes – for Annual General Meeting held on January 17, 2008.
3. Matters arising (See Progress Report below).
4. Choose dates for task days.
5. Choose dates for tree planting – to replace felled poplars.
6. Proposal to Retain Cathy Watson of C.W. Associates, Public Relations Consultant, to maintain incomparable PR coverage, and to strengthen existing Lime Aid management team.
7. Proposal to consider future nominal annual subscriptions.
8. A.O.B
9. Date and Time of next meeting
10. Guest speaker: Invitation extended to ESCC Highways, Ringmer for a Representative to
speak (or to join our debate) on procedures & standards required to qualify for ‘Adoption’.
11. Thanks & closure at ca. 9pm (subject to UCTC security staff).


Progress Report

Website – Do have a look at the Lime Aid website at http://www.lime-aid.org.uk. See a gallery of photographs, which includes an aerial view from 1966, a history of the avenue, agenda and minutes from past meetings, a news page, information about the tree preservation order and testimonials about the work of Lime Aid.

Task day, January 19, 2008 – More than 30 volunteers helped cut back the epicormic growth in the avenue and were featured in the Argus, Leader, Courier, Express, Uckfield Today and on Meridian TV. While good progress was made there is still a lot of work to be done. If dates can be agreed for further task days, it may also be worth seeing if the probation service and perhaps a team from Kings Church will be prepared to get involved.

Tree fall, March 16, 2008 – There was a near disaster at the beginning of March when a poplar in Lime Tree Avenue fell across the entrance to UCTC. Quick-thinking principal Craig Pamphilon managed to stop a car being driven by a member of staff being crushed by the tree. Lime Aid secretary Mike Benians helped tree owner Jeff Brooks find a contractor to remove it and Lime Aid have agreed to take responsibility for the felling and removal of four remaining poplars thought to be unsafe. Funds also need to be raised to pay for grinding out six tree stumps and preparing the ground for replanting with replacement lime trees. Wealden landscape and arboriculture assistant Richard Webber who has supported the work said the replanting would be a good project for National Tree Week in November (November 26 – December 7, 2008).

Charity status – Consultant arborist John Chaplin, from Lewes, has been very generous with his time in helping to answer queries from the Charity Commission in relation to the Lime Aid application. This work, which is being coordinated by Cathy Watson, with help from Secretary Mike Benians and Chairman Martyn Stenning, has also helped to clarify the aims of Lime Aid.

Adoption of LTA by ESCC – Secretary Mike Benians has written to Andy Seaton asking what criteria would have to be met to enable East Sussex County Council to formally adopt Lime Tree Avenue and eventually to take over its repair and maintenance.

Mike has also met with John Strover, construction and planned maintenance manager of the county highways department, Ringmer who was accompanied by Cllr Paul Sparks. There was a frank exchange of ideas on Lime Aid’s ultimate commitment to have the avenue ‘adopted’ by the county council. It was also an ideal opportunity to invite John Strover (or a delegate) to our forthcoming meeting – although he admitted highways were under horrendous pressure.

Manor Park footpaths initiative – A similar problem of disparate ownership to the one experienced in Lime Tree Avenue also exists with footpaths on the Manor Park Estate. A working group may be set up to consider the problem and a request has been made for Lime Aid to participate.

Offer of grant from Sussex Gardens Trust – Trust members heard about the tree fall in Lime Tree Avenue and would like to contribute towards the work of Lime Aid. They have offered a grant of £250 to put towards an information board to be set up beside the avenue.

Right of Way registration – Lime Tree Avenue is not currently recorded on the County Index Map as a right of way. To claim a right of way Lime Aid must:
• Complete an application form
• Submit a map showing clearly the claimed public right of way
• Submit statements of witnesses supporting the claim and any documentary evidence
• Notify all the landowners affected.

Finance
Seek funding through:
• Subscriptions -
• People’s Millions grant – an ITV competitive process. Deadline noon, Thursday, May 15, 2008. Has to be a piece of work that is not part of the everyday work of organisation. Must be able to start within three months of being offered a grant (in early December 2008) and finish within a year (Dec 2009). Must cost at least £20,000 – less chance of success if less needed. £50,000 seems to be the favoured amount needed. Total cost must be less than £100,000. Must be able to show rest of money needed is available.
• Other proposals include Lottery ‘Awards for All’ (up to £10,000), Tesco (up to £5,000), Viridor Credits – from local Beddingham landfill tax (variable). Charity Status will greatly enhance our chances of making successful bids.

Five year plan – still to be drawn up.

Cathy Watson – Cathy Watson Associates - Keen observers will have noticed that hardly a week goes by without a mention of Lime Aid in our local newspapers. This exceptional public relations coverage has been achieved by PR Consultant Cathy Watson – hitherto retained on an ad hoc basis, since mid 2007. Because of the vital importance of Public Relations to our continued success we now propose to retain Cathy, on a more permanent basis - to strengthen the management team – on the assumption that adequate funding will shortly be established.

Outstanding matters - Still awaiting feedback on items recorded in progress report to January meeting. They include:
• Meeting between Caroline Tucker, business manager and deputy head of UCTC, and Jeff Brooks on September 27, 2007, to review fence damage during pollarding work.
• Letter to Andy Seaton about possibility of county solicitor writing to 90 people believed to have covenants in their deeds which say they should contribute towards the costs of maintenance of the mid section of Lime Tree Avenue.
• Visit expected by Graham Gimmett of English Woodlands Burrow Nurseries at Cross in Hand to discuss choice of lime trees for replanting.