Minutes of the PC meeting 19th March 2019

WHITE COLNE PARISH COUNCIL
Minutes of the Parish Council Meeting held at
The Village Hall, Bures Road, White Colne on Tuesday 19th March 2019 at 7.30 pm.
Present: Cllr Bolton, Cllr Bond, Cllr Paxton, Cllr Saggars, Cllr Taylor (Chairperson), Cllr Watt
Also Present: Clerk D Williams, Essex County Council (ECC) Cllr Beavis, Braintree District Council (BDC) Cllr Siddall
and 3 members of the public.

128. APOLOGIES FOR ABSENCE – BDC Cllr Spray.

129. DECLARATION OF INTERESTS – None

130, CONFIRMATION OF MINUTES OF LAST MEETING – The minutes of the last parish council meeting of 25th January 2019 which had been previously circulated, were agreed as a true record and signed by the Chairperson.

131. MATTERS ARISING
Cllr Bond referred to the key cabinet that he had kindly donated to the village hall, and asked how many keys he should have cut for it. Cllr Taylor proposed that the parish council should have a keyless cabinet and Cllr Paxton said that he would locate and purchase one. Cllr Bond was thanked for his proposed donation,

PUBLIC QUESTIONS AND STATEMENTS
(i).A parishioner asked if the land behind the village hall had been sold.

132. RESPONSE TO PUBLIC QUESTIONS AND STATEMENTS
(i).Cllr Taylor said that the original development company that showed interest in purchasing the site was again in discussion with ECC and their agents, and the situation is ongoing.

133. REPORT FROM ESSEX COUNTY COUNCILLOR
ECC Cllr Beavis said that the next Halstead Cluster meeting was in two days time when one of the main themes will be community policing. ECC had an extraordinary meeting regarding the future of the county’s libraries following 21800 responses to the consultation. This involves Earls Colne library. ECC Highways are providing increased funding for footpaths. She noted that the damage to the Colneford Hill pavement does not meet the criteria for repair. ECC Cllr Beavis referred to the proposed works at the bottom of the village green and said that it is being redesigned by ECC Highways. These plans will include the widening of Colchester Road with the village green eroded, but some land will have to be given back to compensate. This will be discussed at the next BDC Local Highways Panel meeting, and Cllr Bond asked if we could attend even though the timing of the agenda gave little time for a request regarding attendance to be made. ECC Cllr Beavis confirmed that we could attend notwithstanding that.

134. REPORT FROM BRAINTREE DISTRICT COUNCILLOR
BDC Cllr Siddall said that he would not be a candidate for the Conservative Party at the next Borough Council elections. He said that the BDC budget had been agreed. BDC are still keen to support the garden communities in the Local Plan even though the inspector had commented strongly on the lack of infrastructure to support the communities. BDC Cllr Siddall said that the Tey Road, Earls Colne development had been approved.
135. PLANNING MATTERS
(a) Applications
18/00740/FUL Chalkney Lakes Log Cabin – erection of single Treehouse building for use as a Holiday Let – The response is -The parish council has no further comments to our objection which stated that :-We object to this application. There are various inaccuracies regarding boundaries and visibility of units to residents. There would be a significant impact on residential amenities being noise and possible light polution. The proposed properties would have a dominant position in the countryside, being on the valley floor noise carries at night. They are also in a flood area.
19/00416/HH Acorn Cottage, Bures Road – Erection of first floor side extension previously approved 12/10/15 now modified. Single storey rear extension approved 18/00037/HHPA – No comment.
(b) Cllr Taylor said that a parishioner had asked her if a decision had been reached on planning application 17/01877/OUT regarding the proposed development at Land South of Colne Park Road. The clerk was asked to enquire of BDC.
ECC Cllr Beavis left the meeting.

136. 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 said that there is nothing to report, and the prospective purchaser is still in discussions with ECC. A new planning application will be required as the previous approval has expired, although the site could possibly be sold without planning permission,

137.COMMUNITY LIAISON
Cllr Taylor said that the requested meeting has not been arranged between two members of the White Colne Parochial Church Council (PCC) and two members of the parish council to discuss ownership of the war memorial so that repairs can be considered further. The clerk was asked to again contact the PCC to arrange the meeting.
Cllr Taylor said that the recent litter pick was well supported, and 15 bags of rubbish had been collected. Another litter pick has been arranged for 19th May.
Cllr Taylor said that she would not claim the costs of £70 for the Carols on the Green. She was thanked for this donation.

138. WHITE COLNE MEADOWS
Cllr Taylor said that a working party is to cut back brambles. She said that it had slipped her mind to contact the volunteer trust regarding assistance with the dredging of the pond. She will contact them now but wondered whether it was too late in the season. Cllr Taylor said that she will ask the handyman to re site the interpretation board.
The clerk advised that the parish insurers had asked if we had a tree policy. Members instructed the clerk to ask the tree warden if he could inspect the trees on the Village Green, at the Chase and on the Meadows for health and safety issues.

139. FINANCIAL MATTERS
1. Payments
The clerk reported that since the last meeting, the following payments had been or are to be made:-
From Nat West account:-
Cheque Payee Details Amount £ VAT inc
D/D GoCardless Ltd – County Broadband WiFi at hall monthly charge £ 29.00
D/D GoCardless Ltd – County Broadband WiFi at hall monthly charge £ 29.00
D/D Scottish Power – village hall electricity £ 29.00
D/D Scottish Power – village hall electricity £ 29.00
D/D Scottish Power – village hall gas £ 58.00
D/D Scottish Power – village hall gas £ 58.00
TOTAL NAT WEST PAYMENTS £ 232.00
(b). By electronic payments from Unity Bank account:-
Handy D Ltd – village hall painting PAID £ 840.00
S Mason – hall booking secretary – January PAID £ 117.50
E Ketteringham – hall cleaning £116.25, supplies £15.58 – January PAID £ 131.83
G Allen – hall window cleaning – March £ 14.00
S Mason – hall booking secretary – February £ 103.00
E Ketteringham – hall cleaning £93.75, supplies ££4.20 – February £ 97.95
D Williams-clerk sal Feb&Mar net £568, office use £52, ink,post,exp £87.85 £ 707.85 £ 9.32
H M Revenue & Customs – PAYE for clerk salary March £ 190.40
JRB Enterprise Ltd – dog bags for Meadows £ 282.30 £ 47.05
Mortimer Contracts Ltd – cut of hedge at village hall £ 144.00 £ 24.00
H M Revenue & Customs – PAYE for clerk salary April £ 190.40
TOTAL UNITY BANK PAYMENTS £ 2,819.23
2. Funds Received Since the last report, the following funds have been or will be received into Nat West :-
Allotment rentals £ 162.00
Wayleave £ 57.60
From Nat West Village Hall account £ 1,057.17
TOTAL NAT WEST RECEIPTS £ 1,276.77
Into Unity Bank
From Nat West main account £10.000.00
From Nat West Village Hall account £ 800.00
Carols on the Green donations £ 100.00
Village hall hire fees £ 1,322.25
TOTAL UNITY BANK RECEIPTS £12,222.25
3. Financial statement & Bank Reconciliation
Following the above transactions- There is a credit balance on Nat West current a/c of £ 2,353.71
There is a credit balance on Unity Bank account of £ 24,638.27
TOTAL BANK BALANCES £ 26,991.98
Balance held in reserve – Village projects from White Colne 50 Club £ 3,165.73
Balance held in reserve – Village Hall Roofing Fund is £5,000.00
Total of allocated funds is £ 8,165.73
Thus the balance of unallocated funds is £ 18,826.25
NAT WEST BANK ​UNITY BANK
Bank Balances 25.01.19 £ 1,308.94 Bank Balances 25.01.19 £ 15,235.25
Add Receipts £ 1,276.77 Add Receipts £ 12,222.25
Sub Total £ 2,585.71 Sub Total £ 27,457.50
Less Total Payments £ 232.00 Less Total Payments £ 2,819.23
Bank Balances 19.03.19 £ 2,353.71 Bank Balances 19.03.19 £ 24,638.27

1. Payments
The Clerk reported that since the last meeting, the following payments had been or are to be made into the village hall account:-
(a). From Nat West Bank account
Cheque Payee Details Amount £ VAT incl
604 White Colne Parish Council current account Nat West account transfer £ 1,057.17
TOTAL NAT WEST PAYMENTS £ 1,057.17
2. Funds Received
Since the last financial report, the following funds have been received:-
Into Nat West Bank account
Village hall hires £ 972.00
TOTAL NAT WEST RECEIPTS £ 972.00
3. Financial statement & Bank Reconciliation
Following the above transactions the accounts are:-
VILLAGE HALL NAT WEST ACCOUNT CLOSED £ NIL
VILLAGE HALL UNITY BANK ACCOUNT CLOSED £ NIL
TOTAL VILLAGE HALL BANK ACCOUNT BALANCES £ NIL
NAT WEST BANK ACCOUNT​
Bank Balances 25.01.19 £ 85.17
Add Receipts £ 972.00
Sub Total £ 1,057.17
Less Total Payments £ 1.057.17
Bank Balance 19.03.19 £ NIL ACCOUNT CLOSED
(d) The clerk said that as previously agreed the Nat West village hall account is now to be closed and two bank accounts remain, the main account with Unity Bank, and a small account at Nat West.
(e) The annual review of Standing Orders of the parish council was conducted and agreed.
(f). The annual review of the Financial Regulations of the parish council was conducted and agreed.
(g).The annual review of the Risk Assessment of the parish council was conducted, amended where necessary, and agreed.
(h) The appointment of the internal auditor is reviewed on an annual basis, and members agreed to ask Ms N Powell Davies to undertake the internal audit for the parish council again this year. They noted that she had been the internal auditor since 2011, during which time the same clerk has been in office.

140.VILLAGE HALL
Cllr Paxton said that he had reviewed the local village halls’ hire rates and had circulated his findings to members. Members noted that a small loss was budgeted for the village hall and after discussion agreed to leave rates at the same level.
Cllr Bond said that he was progressing with proposals to upgrade the exterior of the village hall.

141. HIGHWAYS
Cllr Bond said that Earls Colne Parish Council had declined to become involved with the proposal to them that the two parishes apply for an average speed camera. Members agreed to ask the clerk to write to Chappel Parish Council and Wakes Colne Parish Council to see if they wish to become involved. Cllr Bond asked the clerk to reply to the recent Essex Police community initiative email by asking them to be more visible on A1124 to reduce the number and speed of speeding vehicles. Cllr Bond said that he would shortly be moving the Speed Indicator Device.
Cllr Saggers referred to the proposals mentioned by ECC Cllr Beavis regarding the widening of Colchester Road at the bottom of the village green. He expressed disappointment that these plans were being formulated without consulting the parish, and did not appear to solve the problem of the junction of Colchester Road and Colne Park Road, and the continual damage to the wall opposite the junction. No mention was made regarding the proposed works at the top of the green. Details are awaited.
Cllr Taylor proposed that the parish does not join a pilot programme for the devolution of a number of parish highways issues proposed by ECC Highways because of the time involved with the administration of the scheme, and the number of highways issues that are covered within the income of £1,000. One member abstained, the remainder approved.

142. ANNUAL ELECTORS MEETING The meeting was arranged for 16th April.

143. OTHER MATTERS
Cllr Taylor said that the last outdoor market was successful, but it is not cost effective to close the road at the top of the village green because of the charge levied. Members agreed that this need not be done, and agreed that the next market could be held on the last Sunday in September.

144. EXCLUSION OF THE PUBLIC
Members agreed to exclude the public from the rest of the meeting in accordance with the Local Government Act 1972 Sections 100 and 102, and in accordance with the Public Bodies (Admission to Meetings) Act 1960, so that exempt information regarding personal, financial or legal matters) can be decided. The information was duly discussed and decided.
There being no further business the parish council meeting was closed at 9.29 pm.

Chairperson…………………………………………………. Date……………………………

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