Minutes of the PC meeting July 16th 2019

WHITE COLNE PARISH COUNCIL
Minutes of the Parish Council Meeting held at
The Village Hall, Bures Road, White Colne on Tuesday 16th July 2019 at 7.30pm.
Present :Cllr Batchford, Cllr Bond (Chairman), Cllr Paxton, Cllr Saggars, Cllr Watt.
Also Present: Clerk D Williams and 5 members of the public. PC Craig Wheeler and his colleague joined for minute 168.

163. APOLOGIES FOR ABSENCE
Cllr Taylor, Essex County Councillor (ECC) Cllr Beavis, Braintree District Council (BDC) Cllr Spray.

164. DECLARATION OF INTERESTS – Cllr Saggars declared an interest in the planning application 19/00895/LBC for 18/20 Colneford Hill as the applicant is a friend, and also planning application 19/00936/LBC for 26 Colneford Hill as the applicant is a neighbour. He will remain in the meeting, but not take part in the discussions.

165. CONFIRMATION OF MINUTES OF LAST MEETING – The minutes of the last parish council meeting of 21st May 2019 which had been previously circulated, were agreed as a true record and signed by the Chairman.

166. MATTERS ARISING
Cllr Bond said that the road inspection hatch has been mended by Anglian Water, and that the hedging is still overhanging Colchester Road. He said that UK Power Network has not yet repaired the gate post or tidied up the site where they carried out work in The Chase. Cllr Bond said that the kite flying notice highlighted in the ROSPA report is not yet resolved, and suggested that the sign states -be aware of overhead power lines when flying kites. Members against agreed to this.

PUBLIC QUESTIONS AND STATEMENTS
The meeting was suspended for public questions and statements.
(i).A parishioner said that an appeal had been lodged against the refusal for the planning application at land south of 30 Colne Park Road.
(ii).A parishioner said that the hedging is still overhanging on Colchester Road, and also further along the north side of Colchester Road.
(iii). A parishioner asked if the pond works are being attended to?
(iv). A parishioner asked if the parish council is happy for coppicing to be done in the autumn on the Meadows.
(v). A parishioner asked if anyone was aware of bird scarers being set off on land along the main road?
(vi) A parishioner asked if the parish council is happy for another litter pick to be organised.
(vii) A parishioner said that the land at the rear of the village hall is becoming a jungle.
(viii) A parishioner said that the main road was closed on 10th July causing disruption, was the parish council advised in advance.

167. COMMUNITY POLICE OFFICER REPORT
PC Craig Wheeler gave a report outlining the increased community engagement in the area.
He then left the meeting.
The meeting was resumed.

168. RESPONSE TO PUBLIC QUESTIONS AND STATEMENTS
Cllr Bond responded to the questions and statements and said:-
(i). The appeal will be considered during the planning item on the agenda.
(ii).The owners are being contacted regarding the hedging overhanging on Colchester Road.
(iii).The pond works will be dealt with in the autumn.
(iv).Yes the parish council is happy for the coppicing to be done in the autumn on the Meadows.
(v). Yes the land where the bird scarers are being set off has been identified and the clerk will write to the owner and ask for the noise and the timings to be reduced.
(vi).Yes the parish council is happy for another litter pick to be organised.
(vii). The land at the rear of the village hall will be considered later on the agenda..
(viii). Advice would have been received some time ago regarding the intention to close within two dates, but no specific advice was received, and so the clerk will write to ECC Highways regarding this, pointing out the disruption to parishioners and asking for specific advice of closures once arranged.

169. PLANNING MATTERS
(a) Applications
19/00895/LBC 18/20 Colneford Hill – replacement of rear flat roof – no comment.
19/00936/LBC 26 Colneford Hill – proposed secondary glazing – no comment.
19/00913/FUL Acorn Cottage, Bures Road -erection of office building (demolition of existing outbuilding) – no comment.
19/1064/FUL Land South of Forge Farm, Bures Road – retention of shed for agricultural use – no comment.
(b) Appeal to Planning Inspector following refusal by Braintree District Council
17/01877/OUT Land South of 30 Colne Park Road – application for outline planning permission for erection of 3 residential units with associated garages and alteration to existing vehicular access – members agreed not to amend the previous objection.

170. 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 Bond said that a letter from ECC dated 1985 had been found in which ECC state that they are considering the sale of the land at the rear of the hall. He said that ECC are interested in completing the sale within three months. He said that the parish council should suggest that ECC considers approaching a housing association who may build smaller homes if there is no progress with the sale. The clerk was asked to write to our agent now regarding this.
Cllr Bond also asked the clerk to write to ECC Cllr Beavis as there has been no response to our request to ECC that they proceed now with the Community Asset Transfer of the hall to the Parish Council.

171. COMMUNITY LIAISON
Members considered various options for a memorial bench on the village green, and one option was agreed. Cllr Bond said that he would obtain a quotation.
An offer to clean the bus stop shelter and put up a poster was considered. The parishioner is to be thanked for her kind offer, but plans are in place to clean the bus shelter.

172. WHITE COLNE MEADOWS
Cllr Bond said that he will discuss with a contractor the cut of the wild flower meadow. The sign in the Meadows is to be resited and Cllr Saggars agreed to look at this.

173. FINANCIAL MATTERS
1. Payments Approved:- The Clerk reported that since the last meeting, the following payments had been or are to be made:-
(a).From Nat West account:
Cheque Payee Details Amount £ VAT inc
D/D GoCardless Ltd – County Broadband WiFi at hall monthly charge 2x£29 £ 58.00
D/D Scottish Power – village hall electricity2x£20 £ 40.00
D/D Scottish Power – village hall gas 2x £45.76 £ 91.52
D/D Colne Stour Association – subscription £ 5.00
TOTAL NAT WEST PAYMENTS £ 194.52
(b). By electronic payments from Unity Bank account:-
S Mason – booking secretary £59, cleaning supplies £19.97– May PAID £ 78.97
Unity Bank charges – PAID £ 18.00
W Paxton – cover for key box & first aid equipment PAID £ 15.23 £ 1.93
G Allen – hall window cleaning – June PAID £ 14.00
J Heathcote – hall cleaning £95, cleaning £23.44 – PAID £ 118.44
N Powell Davies – internal auditor PAID £ 190.00
BHIB Ltd – annual parish insurance premium – extra PAID £ 22.02
D Williams-clerk salary June/July £972.66 less PAYE £ 388.80 £ 583.86
H M Revenue & Customs – PAYE for clerk salary July £ 194.40
PPL/PRS Ltd – hall music licence £ 137.40 £ 22.90
White Colne Parochial Church Council – donation for churchyard grasscuts £ 600.00
S Mason – booking secretary June £ 76.00
J Heathcote – hall cleaning £95, materials £ 2.85 £ 97.85
Mortimer C Ltd-grasscutsMeadows£195,VGreen&hall £306
weedkillMeadows £30,weeedkill hall £60, playarea repair £20 £ 733.20 £ 122.20
Rural Community Council of Essex – subscription £ 52.80 £ 8.80
H M Revenue & Customs – PAYE for clerk salary August £ 194.40
TOTAL UNITY BANK PAYMENTS £ 3,126.57
2. Funds Received Since the last report, the following funds have been or will be received into Nat West :-
Village hall occasional hire fees £ 180.00
TOTAL NAT WEST RECEIPTS £ 180.00
Into Unity Bank Village hall regular hire fees £ 567.00
TOTAL UNITY BANK RECEIPTS £ 567.00
3. Financial statement & Bank Reconciliation
Following the above transactions- There is a credit balance on Nat West current a/c £ 2,944.66
There is a credit balance on Unity Bank account £25,017.18
TOTAL BANK BALANCES £27,961.84
Balance held in reserve – Village projects from White Colne 50 Club £ 3,165.73
Balance held in reserve – Village Hall Roofing Fund is £7,000.00
Total of allocated funds is £10,165.73
Thus the balance of unallocated funds is £17,796.11
NAT WEST BANK ​UNITY BANK
Bank Balances 21.05.19 £ 2,959.18 Bank Balances 21.05.19 £ 27,576.75
Add Receipts £ 180.00 Add Receipts £ 567.00
Sub Total £ 3,139.18 Sub Total £28,143.75
Less Total Payments £ 194.52 Less Total Payments £ 3,126.57
Bank Balances 16.07.19 £ 2,944.66 Bank Balances 16.07.19 £ 25,017.18
(c). The clerk said that ECC has confirmed that the hall property is insured.

174.VILLAGE HALL
Cllr Paxton said that there is a problem with the key safe which is being dealt with.
The clerk said that the electrical test has been arranged.
Members agreed that the parish council should obtain quotations for insurance cover for the booking secretary as she is not a paid employee but self employed, and the clerk was asked to arrange for professional liability for work for the parish council for £1m, and for public liability cover for work for the parish council for £1m. Quotations should be obtained from the present brokers and one other, and he was authorised to arrange the cover under advice to members if the cost was under £100.
The clerk said that the deficiencies highlighted in the ROSPA had been passed to the handyman for him to attend to.

175. HIGHWAYS
Cllr Bond referred to the proposed meeting with other local parish councils to discuss a request for an average speed camera on A1124. Chappel, Aldham and Wakes Colne Parish Councils have all expressed interest, and dates in September will be submitted when Cllr Bolton, Cllr Bond and Cllr Taylor can attend. Cllr Bond said that he would propose that the Speed Indicator Device is loaned to each parish council for two weeks so that additional data can be included in the application for an average speed camera.
Cllr Bond said that to solve the problem of the wall on Colneford Hill being damaged, ECC Highways propose to widen Colneford Hill by using part of the village green, and then putting hatching on the wall side of Colneford Hill. Part of the village green at the top is owned by the parish council, and investigations are taking place to discover the location of legal documents confirming ownership of part of the green.
Cllr Bond said that there are no proposals for the bottom of the green or the top of the green. He said that ECC Highways have again confirmed that the pavement on Colneford Hill is not bad enough for repair.

176. ALLOTMENTS.
Cllr Batchford said that a portaloo had been requested for use by allotment holders. The clerk was asked to investigate whether or not there was any provision or mention of this in the National Association of Allotment Holders guidance.

177. OTHER MATTERS
Cllr Bond said that work would have to be done on the Meadows hedge in the future.

There being no further business the parish council meeting was closed at 9.02 pm.

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

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