Minutes of the PC meeting held on 19th September 2017

  1. WHITE COLNE PARISH COUNCIL
    Minutes of the Parish Council Meeting held at
    The Village Hall, Bures Road, White Colne on Tuesday 19th September 2017 at 7.30 pm.
    Present: Cllr Brace, Cllr Paxton, Cllr Taylor (Chairman), Cllr Woolmore
    Also Present: Clerk D Williams, Essex County Council (ECC) Cllr Beavis, Braintree District Council (BDC) Cllr Siddall, BDC Cllr Spray and 2 members of the public attended.975. APOLOGIES FOR ABSENCE
    Cllr Bond, Cllr Saggers.

    976. DECLARATION OF INTERESTS
    Cllr Taylor declared an interest in minute 982(c) regarding the planning issues for Land at Chalkney Meadows as she is an adjacent land owner of the land.
    She will remain in the meeting but will not take part in the discussion where an interest has been declared, and will not vote.

    977. CONFIRMATION OF MINUTES OF LAST MEETING – The minutes of the last parish council meetings of 18th July 2017 and 2nd August2017 which had been previously circulated were agreed as a true record and signed by the Chairman.

    978. MATTERS ARISING
    Cllr Brace referred to the parish council’s comments regarding the planning application at 112 Colchester Road and said that this raised questions regarding the policy on such comments. Members agreed to an agenda item at the next meeting to discuss the planning policy on comments on planning applications considering the Village Design Statement in the light of new planning policies proposed by BDC.

    PUBLIC QUESTIONS AND STATEMENTS
    The meeting was suspended for public questions and statements.
    (i). A parishioner asked where is the laminated map of allotment plots that was to be placed on the allotment notice board.
    The meeting was resumed.

    979. RESPONSE TO PUBLIC QUESTIONS AND STATEMENTS
    Cllr Taylor said that the map of the allotment plots is being dealt with.

    980. REPORT FROM ESSEX COUNTY COUNCILLOR
    ECC Cllr Beavis introduced herself and gave a resume of her various responsibilities. She joined BDC in 2003 having had a local background, and joined ECC this year. She is chairman of the Braintree Local Highways Panel and various local issues including the Village Green highway matters and the land behind the village hall were discussed.

    981. REPORT FROM BRAINTREE DISTRICT COUNCILLORS
    BDC Cllr Spray said that the Councillors Community Grant Scheme is available to community groups and there is £600 available.Any scheme proposed must show community benefit. BDC Cllr Siddall said that the Garden Communities were being considered, and the vehicle used to manage the schemes could be a Local Development Corporation and not a limited company.

    982. PLANNING MATTERS
    (a) Applications
    17/01333/FUL & 17/01334/LBC – 40 Colneford Hill – Re-build and re-instate boundary wall in reclaimed brick – No comment.
    (b) Advice of Planning Applications approved by Braintree District Council (BDC)
    17/00944/ FUL 2 Bart Hall Cottages Bures Road – Erection of two storey side and single storey rear extension together with
    associated alteration ​
    17/01193/FUL Whites Farm House, Bures Road – Erection of two storey rear extension including the partial demolition and
    reconstruction of the rear elevation
    (c) Cllr Taylor declared an interest in the following item and will not take any part in the discussion. Cllr Brace also declared an interest as a neighbour and will not take any part in the discussion.
    Cllr Woolmore took the chair for this item.
    He said that the parish council had received three telephoned complaints regarding events at the land at Chalkney Meadows about noise, mainly singing and shouting, together with complaints about Chinese lanterns and some sort of floodlighting. At the meeting in July it was agreed to write to the owners of the land, and the contents of the letter are to be considered. He said that before the parish council write it is necessary to know the dates, times and for how long the noise continued. Cllr Paxton said that once that detail has been provided he will write a draft letter for consideration at the next meeting. The meeting was suspended and BDC Cllr Siddall recommended that the complainants also contact the BDC enforcement officer. The meeting continued.
    Cllr Taylor took the chair.
    (d) Cllr Taylor said that she had been advised by the listed buildings adviser that she does not have to submit a planning application to rebuild her wall that had been knocked down by a lorry.

    983. COLNE VALLEY
    Members agreed to write to the Head of Planning Department at BDC to ask for the benefits in designating the Colne Valley as an Area of Outstanding Natural Beauty, and dependent upon the reply, to consider further and also to consult parishioners when the details have been obtained.

    984. CONSIDERATION OF A REPORT ON THE HEADS OF AGREEMENT FOR THE TRANSFER OF WCPC LAND TO ESSEX CC IN RETURN FOR THE TRANSFER OF THE VILLAGE HALL AND LAND TO WCPC.
    Cllr Taylor referred to the sale of the land behind the village hall and said that a meeting with the proposed developer has been cancelled by the proposed developer on two occasions.

    985. COMMUNITY LIAISON
    Cllr Taylor said that no newsletter had been published in September, and Cllr Tanous agreed to edit the newsletter in November.
    Cllr Taylor said that the funds from the 50 Club can be transferred to the Parish Council once the final cheque had been presented, and the clerk was asked to contact the payee regarding that.
    Cllr Taylor said that the defibrillator had been used recently and returned.
    Cllr Brace said that he would organise the Christmas tree for the Village Green from Olivers Nursery.
    Cllr Taylor said that the provisional date for the Christmas Carols on the Green is Sunday 17th December at 5.30pm, and a Temporary Entertainment Licence will be required.

    986. WHITE COLNE MEADOWS
    Cllr Taylor said that the parish council has received confirmation from BDC that the drainage of the orchard can be funded from S 106 monies and that Hole Service Earth Works can be appointed. BDC wish to be advised when the job is to start so that it can be inspected. Cllr Brace said that the job is to start on week commencing 9th October and will advise the actual date that the inspection can be made when it is known. Cllr Taylor said that additional work to drag off vegetation may be required.
    Cllr Taylor said that the establishment of the Friends of White Colne Meadows is being discussed with White Colne and Earls Colne residents.
    Cllr Woolmore said that signs are needed on the Meadows stating that the public use the equipment at their own risk.

    987. VILLAGE HALL
    Cllr Taylor said that no representative member had been proposed for membership of the Village Hall Management Committee and proposed that the Parish Council takes over the Village Hall Management Committee Constitution in accordance with the Constitution and so the hall matters can be dealt with at parish council meetings. Members agreed to this but said that BDC should be advised so that it could be established whether or not this affects the current application for discretionary council tax relief. The clerk was asked to contact BDC regarding this.
    It was agreed that Cllr Taylor asks the handyman to quote for the replacement of tiles to the hall roof by the front door.
    Cllr Taylor said that the bookings secretary had advised that hall hirings have increased. She said that broadband Wi Fi had been installed in the village hall, and this should benefit future bookings.
    Cllr Taylor advised that a response had been received from ECC regarding the security of the land at the rear of the hall. ECC say that officers will be in contact to advise what measures they are to put in place, possibly concrete blocks. The clerk was asked to follow up to ensure that the ECC officers make contact and advise the parish council.

    988. FINANCIAL MATTERS
    (a).The clerk reported that since the last meeting, the following payments are to be made. These were authorised.
    Cheque Payee Amount VAT
    1741 Leo Print Ltd – newsletter July £ 105.73
    1742 JRB Enterprise Ltd – Meadows – dog bags £ 269.40 £ 44.90
    1743 Braintree District Council – printing re planning applications £ 24.65
    1744 BDJ Mapes – handyman – clearance of chase £ 50.00
    1745 Mortimer Contracts Ltd -grasscuts,Meadows £252,V Hall £136,V Green £256£ 772.80 £ 128.80
    1746 D Williams-clerk sal Aug & Sept £935 less PAYE £373.60 £ 561.40​
    1747 H M Revenue & Customs-PAYE for clerk salary September £ 186.80
    1748 H M Revenue & Customs – PAYE for clerk salary October £ 186.80
    1749 S Beck Plumbing & Heating Ltd – hall gas safety & boiler service £ 90.00 £ 15.00
    1750 Andrew Deptford – Defibrillator charging stick & pads £ 108.00 £ 18.00
    1751 B Mapes – handyman – strimming of chase & path £ 44.50
    D/D GoCardless Ltd – County Broadband WiFi Installation £350 & Monthly £29 £ 379.00
    D/D Scottish Power – village hall chargeback – electricity £ 13.00
    D/D Scottish Power – village hall chargeback gas £ 39.00
    D/D Scottish Power – village hall chargeback – electricity £ 13.00
    D/D Scottish Power – village hall chargeback gas £ 39.00
    TOTAL PAYMENTS £2,883.08
    Funds Received
    Since the last financial report, the following funds have been received:-
    Newsletter adverts £ 113.75
    Donation – Meadows pavilion £ 10.00
    Nat West Bank – interest £ 0.18
    TOTAL RECEIPTS £ 123.93
    (b). Financial statement & Bank Reconciliation
    Following the above transactions there is a credit balance on current account of £ 3,431.78
    on reserve account of £10,199.91
    £13,631.69
    Of which the balance held in reserve – Heritage Fund £ Nil
    Of the balance held in reserve – Village Hall maintenance & works is £ Nil
    Total of allocated funds is £ Nil
    Thus the balance of unallocated funds is £ 16,390.94
    Bank Balances 18.07.17 £ 16,390.84
    Add Receipts £ 123.93
    Sub Total £ 16,514.77
    Less Total Payments £ 2,883.08
    Bank Balances 19.09.17 £ 13,631.69
    Village Hall Account – The Clerk reported that the following payments are to be made. These were authorised.
    Cheque Payee Details Amount £ VAT incl
    570 Suzanna Giera – hall cleaning June & part July £ 41.25
    571 BDJ Mapes – caretaker – July £ 80.00
    572 S Parker – hall booking secretary – July £5, August £32 £ 37.00
    573 BDJ Mapes – caretaker – August £ 80.00
    574 Suzanna Giera – hall cleaning – August £ 22.50
    TOTAL PAYMENTS £ 260.75
    Funds Received – Since the last financial report, the following funds have been received:-
    Petty cash paid in £ 3.05
    Village hall hires £ 891.00
    TOTAL RECEIPTS £ 894.05
    (c). Financial statement & Bank Reconciliation
    Following the above transactions there is a credit balance on current account of £3,154.77
    Bank Balances 18.07.17 £ 2,618.97
    Petty Cash 18.07.17 £ 3.05
    Sub Total 18.07.17 £ 2,622.02
    Add Receipts £ 894.05
    Sub Total £ 3,516.07
    Less Total Payments £ 260.75
    Less Petty Cash trans 18.7 £ 100.55 ​
    Bank Balance19.09.17 £ 3,154.77 Petty Cash 19.09.17 NIL

    989. HANDYMAN
    Cllr Taylor said that she would obtain further information from the handyman so that members can consider whether or not to purchase a petrol mower for his use.

    990. HIGHWAYS
    Cllr Taylor said that Cllr Bond had reported that little interest had been shown in restarting the Speedwatch initiative, and he has suggested that it is republicised. He had also asked if Chalkney House Care Home could be requested to trim the lower branches of the trees overhanging their boundary wall on Colchester Road to enable the Speed Indicator Device to have a better range along Colchester Road. The clerk was asked to write regarding this. Cllr Taylor said that Cllr Bond has also pointed out that the agenda for the Local Highways Panel has been received too late to apply to the Chair to attend, and the clerk was asked to advise ECC Cllr Beavis of this and ask that it is received earlier in future.
    Cllr Taylor referred to the agreement to join the Winter Salt Bag Partnership Scheme, and said that Instep Farm has kindly agreed to the storage of salt, and the delivery is awaited.
    Cllr Taylor said that the access to footpath 26 from Colne Park Road has been corrected and the blockage of that footpath has been cleared.

    991. EMERGENCY PLAN Cllr Taylor said that Cllr Bond has reported that the plan is being progressed.

    992. ALLOTMENTS
    Cllr Taylor said that Four Colnes Horticultural Society have responded to the parish council’s request for a grant to assist with allotment fencing stating that their view is that the cost of fencing should be covered by rents received. However they will reconsider the request if detail of quotes received for materials and works as well as contribution from other sources. Cllr Brace and Cllr Paxton agreed to obtain quotations, and when available a contribution can also be requested from BDC Cllr Siddall and BDC Cllr Spray by way of Councillor Grants. A reply can then be sent to Four Colnes Horticultural Society.

    993. BRAINTREE DISTRICT COMMUNITY GOVERNANCE REVIEW
    Members considered this review and decided that no response was required apart from advising that the parish council is happy with the present arrangements.

    994. BRAINTREE DISTRICT COMPACT CONSULTATION
    Members considered this consultation and decided that no response was required.

    995. CORRESPONDENCE NOT DEALT WITH ELSEWHERE
    A letter requesting a donation received from Essex Air Ambulance. It was decided that there were no funds available to agree a donation and there was no amount in the budget.

    There being no further business the parish council meeting was closed at 9.34 pm.

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