Members present: Mr. S. Potter (Chairman), Mr. K. Ascott, Mr. L. Cooper, Mr. K. Gower, Mr. B. Oliver, Mrs. S. Owen, Mr. M. Perriman, Mrs. M. Stock.

Also in attendance: Mrs. Jane Potter (Clerk).

Mr. John Archer and Mr. John Sears (District Council Ward Members) attended the public session prior to the meeting.

One member of the public attended part of the meeting.

At the request of Mr. Oliver, the Parish Council observed one minute’s silence in memory of Tom Potter prior to the start of the meeting. Mr. Potter had been a distinguished member of the Parish Council during his lifetime and had also been a very important member of the community,

Apologies were received from Mr. G. Strathern who was unable to attend the meeting due to a prior commitment.

2/02/08. THE MINUTES OF THE PARISH COUNCIL MEETING HELD ON 18^TH JANUARY 2008, having been circulated to all Members, were approved, and signed by the Chairman.

3/02/08. TO DISCUSS ANY MATTERS OF INFORMATION ARISING FROM THOSE MINUTES:

3.1/02/08 Clerk: 8.4/01/08 To set the Parish precept 2008/2009 and to consider grant applications: Members noted that representatives from The Essex Air Ambulance, Farleigh Hospice, Purleigh Community Primary School and The Dengie Project Trust had all written to thank the Parish Council for making donations or grants towards the services they provide. Letters from the organisations were placed in the circulation folder for Members’ information.

3.2/01/08 Members’: Members did not have any matters arising from the January 2008 meeting to discuss.

4.1/02/08 Decisions taken between meetings: Members noted that the Parish Council had not made any recommendations to Maldon District Council between meetings.

4.2/02/08 Current applications: FUL/MAL/08/00140 Add additional dormers to rear of cart lodge. Howe House, Howe Green Road, Purleigh. Mr. and Mrs. Gresley.

The Parish Council RECOMMENDED APPROVAL.

FUL/MAL/08/00139 Two storey side extension. 1, Hawkins Close, Purleigh. York and Rachael Deavers.

The Parish Council RECOMMENDED APPROVAL.

Members noted that the District Council had also informed the Parish Council of the following current application (for information only):

AGR/MAL/08/00094 Steel frame agricultural building. Spar Hill Farm, Chelmsford Road, Purleigh. Mr. G. Strathern.

4.3/02/08 Notification of Appeals: Members noted that the Parish Council had not been notified of any Appeals between meetings.

4.4/02/08 Maldon District Council planning decisions: Members noted that Maldon District Council had APPROVED the following applications:

And had REFUSED to grant planning permission for the following development:

4.5/02/08 Other planning matters: Little Wood Place, Fambridge Road: Members noted that Gordon Nisbet (Senior Planning Enforcement Officer, Maldon District Council) had written to inform the Parish Council that recent site inspections from the road showed that the only works at Little Wood Place consisted of remedial work to the ditches around the site boundary. Mr. Nisbet was unaware of any other issues concerning this property. Nevertheless, the District Council would continue to monitor the site on a casual basis.

Maldon District Design Guide: Maldon District Council sought the Parish Council’s comments on the draft Supplementary Planning Document for the Maldon District Design Guide. Members noted that the consultation period ended on 28^th February 2008 and that the document could be accessed via the web site www.maldon.gov.uk.

5.1/02/09 Maintenance Issues – Purleigh: Members noted that Ed Brown (Highways Officer, Purleigh) had provided the Parish Council with the following update on outstanding highway matters in the parish which had been raised by the Chairman and Clerk at the site meeting held on 5^th December 2007:

Birchwood Road: Members noted that the County Council were still trying to ascertain the extent of the drainage problem in Birchwood Road. According to Mr. Brown, every time Officers had visited the site there had been no significant sign of flooding on the carriageway. Mr. Brown would however continue to monitor the area, particularly after heavy rainfall. In the meantime, an order had been placed for grips to be cut into the verge to help water flow from the road surface.

It was noted that Mr. Brown had spoken to the residents of Ferndale and Inlaryne who had agreed to move the rocks etc. further back, which they had placed on the verge in front of their properties to prevent vehicles driving over the grass. Letters had also been sent to the owners of Montrose House and Wayside requesting that they adhered to County Council policy regarding the placement of obstructions on the verge. The Parish Council would be kept informed of any progress made.

Hackmans Lane: Members noted that a new 30mph Gateway sign had been designed and ordered and that the missing arm of the finger post at the junction with Marlpits Road, Goat House Lane and Slough Lane would be replaced in the near future.

Fambridge Road: Mr. Brown advised the Parish Council that he had been trying to arrange a site meeting with the County Council’s contractor to discuss possible improvements to the lay-by. Any work was unlikely to happen until the new financial year however, but the Parish Council would be advised of Mr. Brown’s proposals in due course.

It was also noted that a Speed Indicator Device had been installed in the vicinity of Beekeepers Cottage.

Pump Lane: Members noted that Mr. Brown had written to the owner of the hedge obstructing the pedestrian footway in front of Goosepatch to request that the hedge was cut back to the highway boundary. It would seem that in response, the hedge had been trimmed back, but not all the way to the highway boundary. Mr. Brown would continue to pursue the owner of Goosepatch to ensure the work needed was carried out.

The Street: Members noted that Mr. Brown had been to look at the grips near the old railway bridge and that both the grips and gullies seemed to be in good order. He would reinvestigate after heavy rainfall however to ascertain whether or not there was a problem.

Barons Lane: Members noted that Mr. Brown had advised that at this stage no action would be taken regarding the 30mph speed limit sign, which was partially obscured by the hedge opposite the entrance to New Hall Vineyard. The reason for this was that the sign on the opposite side of the road was clearly visible on the approach.

Maldon Road/Burnham Road: It was noted that the sign directing heavy goods vehicles along Burnham Road had been removed from the junction with Main Road (Mundon) and that three new signs had been installed in Maldon Road to direct HGV’s towards Cold Norton Road rather than using Burnham Road to access the B1018.

5.2/02/08 Other highway matters: Members did not have any other highway matters to report.

6.1/02/08 Children’s Play Area: Monthly report: Mr. Perriman reported that he had carried out his weekly inspections of the Children’s Play Area and that all items of play equipment therein appeared to be in a satisfactory condition.

Moles: Members noted that Pest Wise (Cold Norton) had carried out an initial visit to the children’s play area and three follow-up visits to try to solve the mole problem, at a cost of £150.00.

At this juncture, with the agreement of all present, the Chairman closed the meeting so that an interested member of the public could discuss hiring the pavilion and playing field with the Parish Council. After an informative discussion, the meeting was reconvened.

6.2/02/08 To set letting fees 2008/2009: The Parish Council gave careful consideration to a detailed breakdown of income from, and expenditure on, the pavilion and playing field up to 31^st January 2008, together with estimated income and expenditure for 2007/2008 and 2008/2009.

Members noted that during 2007/2008, expenditure on the pavilion and playing field was expected to exceed the income derived from them by the sum of £717.00, and that if letting fees remained at their current levels, expenditure on the facilities was expected to exceed the income derived from them by the sum of £1,963.00 during 2008/2009. Members noted that if the cost of grass cutting and insurance were included in the calculation of expenditure, the anticipated deficit would be in excess of £5,000.00.

The Parish Council then gave careful consideration to the increased cost of providing the facilities and to the individual needs of each user group.

Members noted the contents of a letter from Mick Elliott (Chairman, Purleigh Cricket Club) requesting that the fees charged to Purleigh Cricket Club for the 2008 season be calculated on a daily or fixture basis, since the Parish Council may also be able to hire the facilities to Rayleigh Cricket Club.

Mr. Elliott anticipated that the Club would need to hire the facilities for approximately 27 games and ten evening committee meetings.

The Parish Council confirmed its commitment to subsidising the pavilion and playing field to a certain extent, so that local clubs and organisations could flourish and take advantage of the facilities. Members also acknowledged however that they had a duty to minimise the expense levied on those parishioners who did not use the facilities. The building of the Pavilion extension in 2006/2007 had led to increased running costs such as non-domestic rates, compliance with environmental health legislation and higher insurance premiums.

The Parish Council therefore agreed that the letting fees for the Pavilion 2008/2009 should be increased as follows:

Occasional Bookings:

The rate for occasional bookings for Purleigh parishioners and organisations be increased from £4.25 per hour to £5.00 per hour.

The rate for the hire of the pavilion on one Saturday evening and the following Sunday morning to prepare for and hold the annual plant sale be increased from £35 to £40.

Regular Bookings:

Purleigh Folk Dance Club: The rate for Purleigh Folk Dance Club be increased from £3.75 per hour to £4.00 per hour (hire of the Pavilion for two hours on one Wednesday evening per month).

Purleigh Croquet Club: The rate for Purleigh Croquet Club be increased from £3.75 per hour to £4.00 per hour (hire of the Pavilion from Mid-April to Mid-October for two hours per week).

Purleigh Playing Field Association (PPFA): The rate for PPFA committee meetings be increased from £3.75 per hour to £4.00 per hour (12 evening meetings on the fourth Thursday each month).

Purleigh Brownies: The fees for the Brownies remain at £75 per annum (hire of Pavilion from 6.00 p.m. - 7.30 p.m. on Thursdays during school terms only).

Whist Drive: The fees for the Whist Drive be increased from £3.25 per hour to £4.00 per hour, their period of introductory discount having now expired (hire of Pavilion for approximately 2 hours every Monday evening).

Purleigh Old People’s Home Association: The fees for Purleigh Old People’s Home Association be increased from £3.75 per hour to £4.00 per hour (hire of Pavilion from 7.30 - 9.30 p.m. on the 4^th Friday of every other month).

Rayleigh Cricket Club: The fees for Rayleigh Cricket Club to use the facilities on 9 Saturdays during the season when Purleigh Cricket Club did not have a home league fixture, should the Club wish to hire them, be £450 (£50 per fixture).

Purleigh Cricket Club: The fees for Purleigh Cricket Club be increased from £800 to £850 for the forthcoming season (hire of the Pavilion and playing field for 27 games on dates from May to September inclusive to be confirmed with the bookings secretary, plus 10 evening committee meetings of approximately one hours duration).

Purleigh Football Club: The fees for Purleigh Football Club be increased from £450.00 to £500.00 for the forthcoming season (hire of Pavilion for 3 hours on Sunday afternoons from October to April inclusive).

6.3/02/08 Other playing field and open space matters: Pavilion redecoration: Members noted the contents of a letter from Bernard Steeples (Chairman, Purleigh Playing Field Association PPFA). In his letter Mr. Steeples advised the Parish Council that his committee may, subject to discussion, be prepared to contribute up to 50% of the cost of redecorating the interior of the pavilion (as per Brian Ellis’s quotation of £1,525.00 considered by the Parish Council at its January meeting). He therefore asked that the Parish Council tried to progress the work as soon as possible whist Mr. Ellis’s quotation remained valid and before he retired.

Members were reminded by Mr. Oliver that the Parish Council had only set aside the sum of £500 in the precept 2008/2009 towards some redecoration of the pavilion (Min 8.4/01/08) in an effort to minimize expenditure in what was likely to be a tight financial year, and that even with a contribution from the PPFA the full cost of Mr Ellis’s quotation would not be met. Members also considered that in the next financial year, the sum of £500 which the Parish Council had set aside would be sufficient to tackle those areas of the hall which Members agreed needed most improvement.

7/02/08 To consider the Draft Agenda of the Annual Parish Meeting – 24^th April 2008

The draft Agenda for the 2008 Annual Parish Meeting, circulated by the Clerk prior to the meeting, was discussed. It was agreed that the Clerk would send out notices of the meeting to the relevant speakers, inviting them to deliver a brief résumé of their organisations’ activities during the last twelve months.

Mr. Potter agreed to ask Mrs. Pauline Potter if she would be prepared to make tea and coffee on the evening on behalf of the Parish Council. Mrs. Owen and Mrs. Stock also kindly volunteered to help with the refreshments on the evening.

8.1/02/08 To receive a report of the internal audit carried out on Friday, 25^th January 2008: Members noted that Mr. Strathern had carried out an internal audit of the Parish Council’s accounts for the period 1^st April 2007 to 31^st December 2007 on 25^th January 2008. During the audit Mr. Strathern had checked statements of balances submitted to the Council against its bank statements and transaction books. He had also inspected the petty cash book and other subsidiary accounting records as he saw fit, in accordance with the Parish Council’s internal audit procedure.

There were no matters arising from the audit to report to Members.

8.2/02/08 Appointment of external auditor: Members noted that the Audit Commission proposed to appoint Alun Williams of the Audit Commission’s Limited Assurance Specialist Unit, as auditor to Purleigh Parish Council. The appointment would be for a five year period, commencing with the 2007/2008 accounts.

The Audit Commission also proposed to appoint a panel of its own Officers who could be the external auditor to the Parish Council in the event that Alun Williams was not able to continue with the appointment, or to assist with, or act solely on, additional work where necessary.

The fees for a basic audit covering the years 2007/08 to 2011/12 for parish councils within the income/expenditure band £25,001 - £50,000 had been set at £285 plus VAT per annum.

Mr. Cooper questioned how the audit procedure would differ from previous years with the appointment of a new external auditor and proposed that the Parish Council write to the Audit Commission to find out. On being put to the vote Mr. Cooper’s proposal was lost by six votes to two.

Members noted that the Clerk understood that that the audit would still be carried out on a remote basis by means of an annual return.

8.3/02.08 To receive a report of receipts: Members received a report of the following receipts:

8.4/02/08 To approve payment of accounts between meetings: Members noted and approved that the following accounts had been paid between meetings, adhering strictly to the procedures outlined in the Parish Council’s Financial Regulations 5.3 - 5.7.

Members noted that these minor miscellaneous grants had been paid pursuant to s137 Local Government Act 1972.

8.5/02/08 To approve payment of accounts to hand: It was unanimously agreed to approve payment of the following accounts to hand:

Chelmsford Cathedral - Service for Local Government: Members noted that Councillor Gerard McEwen, Chairman of the Council had invited all Councillors and Clerks (and their partners) serving towns and parishes throughout Essex to join in a special Civic Service at the Cathedral on Thursday, 17^th April 2008 at 7.30 p.m.

By kind permission of the Dean, The Very Reverend Peter Judd, clergy from many local Churches would be in attendance, together with the band of the Salvation Army and there would be an address by the Lord Bishop of Chelmsford, The Rt. Reverend John Gladwin. The Lord Lieutenant, High Sheriff and Mayors, Chairmen and Members of all Essex Boroughs and Districts together with County Councillors, MPs and MEPs would also be invited to attend.

Aon Insurance Limited: Members noted that Aon Limited had entered into a partnership agreement with Essex County Council and the EALC. Additional training opportunities would be offered to Clerks and Councillors and EALC member councils should qualify for a 15% discount on insurance premiums. It was noted that the Parish Council had one policy with Aon Ltd.

Members noted that the Parish Council had been invited to join in a discussion about the key issues and related options for the future of the District as part of the Local Development Core Strategy and the development of the Sustainable Community Strategy.

The event would be held on Monday, 17^th March, between 11.30 a.m. and 3.00 p.m. at the Three Rivers Country Club.

Members noted that Mr. Ascott would be attending this meeting.

Members noted that the RCCE, in partnership with Rural Action East, was running a free course on playground safety and related issues on Thursday, 6^th March 2008 between 10.00 a.m. and 4.00 p.m. in the Great Baddow Millennium Community Centre (off Baddow Road). Refreshments would be served from 9.30 a.m. and lunch would also be provided.

Members noted that the next Neighbourhood Action Panel meetings would take place at 7.00 p.m. on Monday, 3^rd March in the Smythe Hall, Stow Maries and on Monday, 19^th May in Latchingdon Village Hall.

Consideration was given to the crime and disorder implications of all decisions made at this meeting.

There being no further business, the Chairman closed the meeting at 8. 30 p.m.

Top of Page