Purleigh Parish Council

¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨

Members present: Mr. S. Potter (Chairman), Mr. K. Ascott, Mr. L. Cooper (District Councillor),

Mrs. S. Owen, Mr. G. Staines, Dr. R. Woodcock.

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

Mr. John Archer (District Council Ward Member), Stephen Butler (Police Community Support Officer, Purleigh) and Caroline Booth (Police Community Support Officer, Maldon) attended the public session prior to the meeting, and both PCSOs remained for part of the meeting.

The meeting was not attended by any other members of the public.

Apologies were received from Mr. B. Oliver, who was unable to attend the meeting due to ill health and from Mr D. Fleming who was unable to attend due to a prior engagement.

Mr. Cooper apologised for his late arrival to the meeting, having been unavoidably detained. Mr. Cooper joined the meeting during discussion of agenda item 4.5/01/07.

2/01/07. THE MINUTES OF THE PARISH COUNCIL MEETING HELD ON 8^TH DECEMBER 2006, having been circulated to all Members, were approved, and signed by the Chairman.

3/01/07. TO DISCUSS ANY MATTERS OF INFORMATION ARISING FROM THOSE MINUTES:

3.1/01/07 Clerk: The Clerk did not have any matters arising from the December 2006 meeting to report to Members.

3.2/01/07 Members’: Members did not have any matters arising from the December 2006 meeting to discuss.

4.1/01/07 Decisions taken between meetings: TCA/MAL/06/01419 Remove four Ash trees and replace with four Hawthorn trees, remove top of three Sloe trees, very light pruning of two Hawthorn trees and pollard Chestnut tree by a third. Roundsmans Cottage, The Street, Purleigh. Siobhan Gower.

The Parish Council RECOMMENDED APPROVAL.

4.2/01/07 Current applications: FUL/MAL/07/00010 First floor rear extension and ground floor front extension. 6, Westerings, Purleigh. D. M. Dixon.

The Parish Council RECOMMENDED APPROVAL.

FUL/MAL/07/00012 Crossover/Dropped kerb. 3, The Glebe, Purleigh. David Banfield.

The Parish Council RECOMMENDED APPROVAL.

4.3/01/07 Notification of Appeals: It was noted that the Parish Council had not been notified of any appeals between Parish Council meetings.

4.4/01/07 Maldon District Council planning decisions: Members noted that Maldon District Council had APPROVED the following applications:

4.5/01/07 Other planning matters: Unauthorised agricultural building at Pale Pitt Farm: It was noted that Mark Jackson (Development Control Manager, Maldon District Council) had confirmed that, in response to the Parish Council’s letter dated 12^th December 2006, the District Council concurred with the Parish Council’s comments and had raised similar questions in the Council’s evidence to the Planning Inspectorate. In the New Year Mr. Jackson would arrange to accompany Russell Forde of Smart Planning (the applicant’s agent) into the site and buildings. It was noted that Mr. Jackson had forwarded a copy of the Parish Council’s letter to the Planning Inspectorate, as requested.

Mr. Cooper joined the meeting at this juncture.

Caravan in Kent Wood: It was agreed to advise the appropriate authorities that the caravan, which Woodland Investment Management had advised was temporarily being used by a team erecting fencing, remained in Kent Wood, far exceeding the 28 day period permitted by planning legislation.

5.1/01/07 Speed Indicator Devices: Fambridge Road, Roundbush: Members noted that Julie Martyn (Area Highway Manager) had advised that, further to the Parish Council’s letter dated 11^th September 2006, she was pleased to inform Members that, along with four other locations in the district, the Purleigh Roundbush area had been accepted as a location for a County Council funded Vehicle Activated Sign. Various discussions were taking place regarding the most appropriate location for the sign and Iain Jones from the County Council would be in touch with the Parish Council shortly to discuss a detailed location.

5.2/01/07 Parking in The Street: Members noted that concerns had been raised about the increasing number of vehicles parking in the vicinity of Purleigh Hall Cottages and Tudor House, The Street, which was resulting in this narrow piece of highway becoming obstructed and difficult to negotiate. A resident had therefore asked whether the triangular piece of grass in front of Tudor House could be replaced with tarmac’ to provide extra parking space.

The contents of a letter from the landlord of The Bell Public House regarding parking in The Street, in the vicinity of The Bell, were also noted by the Parish Council.

Members noted that the parking problems occurring in the vicinity of Purleigh Hall Cottages were largely due to vehicles not being parked within the curtilage of their owners’ properties, but that there was no statutory requirement for property owners to park in such a way.

The Parish Council was concerned about the urbanising effect in this very rural conservation area of removing a grassed area and replacing it with tarmac. Members also noted that access for the Emergency Services was not being compromised by the parked vehicles.

At this juncture the Chairman closed the meeting in order that PCSO Butler could advise the Parish Council that there had been a problem with vehicles associated with a shoot parking in The Street near Purleigh Hall Lodge and Cottages. Members noted that PCSO Butler had this matter in hand.

The meeting was reconvened and it was agreed to monitor the situation for the time being and to advise the two concerned parishioners accordingly.

5.3/01/07 Condition of the pedestrian footway in Chelmsford Road (Between the junctions with Lodge Lane and Pump Lane): Members noted the contents of a letter from a resident of Lodge Lane regarding the condition of the pedestrian footway in Chelmsford Road between the junctions of Lodge Lane and Pump Lane, which she believed was too narrow and represented a threat to the safety of the pedestrians who used it.

It was agreed to write to Essex County Council asking Officers to urgently investigate the width of the pavements in Chelmsford Road (between the junctions with Lodge lane and Pump Lane) and in Pump Lane, to ensure that they were an adequate width to allow pedestrians, especially parents with children, to use them safely. The Parish Council would also ask that where hedges were found to be overhanging the highway the County Council asked landowners to cut them back as a matter of urgency.

It was agreed to inform the resident of Lodge Lane of the Parish Council’s action and to assure her that the Parish Council always had the appetite to try to improve highway safety in the parish.

5.4/01/07 Other highway matters: Members did not have any other highway matters to report.

6.1/01/07 Children’s Play Area: Monthly report: Mr. Ascott reported that he had carried out his usual weekly inspections of the Children’s Play Area and that all items of play equipment therein appeared to be in a satisfactory condition.

Litter collection: It was agreed to write to Maldon District Council and ask Officers to ensure that litter was routinely picked up along the public footpath and ditch between Pump Corner and the Playing Field. The Parish Council would also ask the District Council to ask its contractor to pick up the litter accumulating along the roadside in Barons Lane.

6.2/01/07 Other playing field and open space matters: Unauthorised parking in the Pavilion car park: Members noted that two vehicles (a Vauxhall Vectra and a small white van) were habitually parking in the Pavilion car park without permission. Outside the meeting, PCSO Butler advised that neither vehicle was insured and that no details could be found for the white van. His investigation into the ownership of the Vectra had revealed however that the vehicle came from Burnham. It was agreed that the Clerk would ask Maldon District Council to arrange for the removal of the Vectra from the Pavilion car park, and Members were asked to try to find out more information about the owner of the white van and to advise PCSO Butler accordingly.

Redundant fridge: It was agreed to remind the Purleigh Playing Field Association that the fridge remained in the Pavilion, contrary to their assurances in September 2006 that it would be removed quickly.

Members noted that Simon Quelch (Solicitor, Maldon District Council) had provided the Parish Council with copies of the other five letters received in response to the District Council’s consultation in May 2006 regarding the composition of a Standards Sub-Committee (See Min 8/12/06).

A summary of the responses was as follows:

Asheldham and Dengie Parish Council:

Stated that a Parish Councillor who was independent of the District Council and Essex County Council should be the Parish Councillor on the Committee. They also asked whether nomination papers had been sent to Parish Councils and if not, questioned how democratic/independent the selection process had been.

Maldon Town Council:

Had no comment to make on the proposal for a three person Sub-Committee. The Council was unanimous in its view however that the Parish Council representative must be a Parish Councillor who was not also a member of any other tier of local government, to avoid conflict of interest.

Stow Maries Parish Council:

Felt that a Committee of three members were too few to enable a balanced judgement to be achieved when serious matters were being considered and that such Committees should have a minimum of six members.

Tillingham Parish Council:

Had no objection.

Bradwell on Sea Parish Council:

Had no objection provided that a three man Sub-Committee could be seen to be totally unbiased.

Copies of the responses were placed in the circulation folder for Members’ information.

8.1/01/07 Internal audit: Members noted that as the Chairman was convalescing, Mrs. Owen had carried out an internal audit of the Parish Council’s accounts for the period 1^st April 2006 to 31^st December 2006 on 8^th January 2007, checking statements of balances submitted to the Council against its bank statements and transaction books. Mrs. Owen had also inspected the petty cash book and other subsidiary accounting records as she had seen fit, in accordance with the Parish Council’s internal audit procedure.

At the meeting all the aforementioned financial records were available for Parish Councillors to inspect.

8.2/01/07 To receive a Statement of Accounts for the period 1^st April 2006 to 31^st December 2006: It was proposed and unanimously agreed to approve the Statement of Accounts for the period 1^st April 2006 – 31^st December 2006:

8.3/01/07 Financial review 2006/2007: Members considered and approved a detailed breakdown of income and expenditure for the period 1^st April 2006 – 31^st December 2006, together with estimated income and expenditure to the end of the financial year 2006/2007. Members noted that this review formed part of the Parish Council’s internal audit procedure.

8.4/01/07 To set the parish precept 2007/2008 and to consider grant applications: Members considered and approved a detailed breakdown of estimated income and expenditure for the financial year 2007/2008, which had been prepared by the responsible financial officer and circulated to Members prior to the meeting.

Members also noted the following estimates obtained by the Clerk, for potential projects to be paid for in the financial year 2007/2008 which had been identified by the Parish Council prior to the meeting:

Pavilion floor: Members noted that On Monday, 8^th January 2007 Mr. Potter and the Clerk had held a site meeting with Ed Hyde from Roger Hyde Limited, a company which specialised in installing, refurbishing and maintaining floors in gymnasia, sports halls and village halls.

Mr. Hyde provided the following quotation for members’ consideration:

Option 1 - To sand and re-seal the floor with 4 coats of Junckers 2 pack HP Commercial seal at a cost of £987 plus VAT.

Option 2 – To install Contract Sheet Vinyl at a cost of £1,950 plus VAT.

Graham Cornell provided the following quotation for Members’ consideration:

To supply labour and materials to sand the main floor in the Pavilion and apply a minimum of three coats of Sadolin heavy duty floor varnish.

Labour and materials £1,464.00

It was noted that the Parish Council had not received a quotation to re-seal the floor from G. J. Lynch Building Contractors.

Pavilion re-decoration: Members noted that Brian Ellis had not yet provided a quotation to re-decorate the interior of the Pavilion.

For budgeting purposes, it was agreed that an estimate of £900 - £1,000 was realistic given that in 2000 when Mr. Ellis had last redecorated the hall and lobby the cost had been £825.

Notice Board – Pump Corner: Members noted that Harry Stebbing had provided the following quotation for a hand made English Oak notice board similar in style to the other ones in the parish:

Design: Double notice board to take 6 sheets of A4 per door

Case size: 800mm wide x 800mm tall and 85mm deep

Style: Double post mounted

Letters: PURLEIGH PARISH COUNCIL – Hand carved lettering

It was noted that Harry Stebbing also planted an Oak tree in conjunction with Woodland Heritage for every product made and used only organic oils from renewable sources. The interior boards were also made from re-cycled materials.

Greenbarnes Ltd had provided the following quotation for a factory produced Oak notice board:

During the discussion of estimated income and expenditure 2007/2008, the following items of expenditure were approved:

Parish Council Grants: The Parish Council considered grant applications from the following organisations:

Purleigh Community Primary School: Having given careful consideration to the school swimming pool accounts for the 2006 season and to the school’s request for a grant of £1,200 in 2007/2008, the Parish Council agreed to award a grant of £1,200 to Purleigh Community Primary School towards swimming costs for the 2007 season.

Mrs. Owen declared an interest in this grant application and played no part in the Parish Council’s consideration of it.

The Dengie Project Trust (Knightswood Satellite Service): It was agreed that a grant of £280 be given to the Knightswood Satellite Service during 2007/2008.

Purleigh Village Hall Management Committee: It was agreed to award a grant of 50% of the cost of renewing the heaters in the Village Hall, up to a maximum of £500, to the Village Hall Management Committee.

Mr. Staines declared an interest in this grant application and played no part in the Parish Council’s consideration of it.

Local Government Act 1972, s137 – Minor miscellaneous grants: It was agreed that the sum of £75 would be allocated from which to award minor miscellaneous grants during the financial year 2007/2008.

Historic Buildings Fund: It was agreed not to pay any money into the Historic Buildings Fund (pursuant to s.48 of the Essex Act 1987) at the start of the financial year 2007/2008, given that Parish Council expenditure was to rise significantly during the year. It was agreed however that this decision could be reviewed later on in the financial year 2007/2008 should some anticipated expenditure not be required.

It was also agreed to proceed with the following special projects in 2007/2008:

Pavilion Floor: It was agreed to accept Roger Hyde Ltd’s quotation to sand and re-seal the Pavilion floor in the sum of £987.00, as detailed in Option 1 of his quotation above, and to pay for the work during the current financial year from Mr. May’s legacy (a reserve earmarked for projects to improve the Pavilion and Playing Field) rather than to allocate a sum in the precept 2007/2008.

Notice Board, Pump Lane: It was agreed to allocate the sum of £600 in the precept 2007/2008 to purchase a new notice board for Pump Corner from Harry Stebbing provided that the Parish Council could obtain match funding for the project from the Community Initiatives Fund (CIF). It was agreed that the Clerk would apply for a grant from the CIF immediately.

Pavilion re-decoration: It was agreed not to redecorate the interior of the Pavilion during the financial year 2007/2008.

After a fully comprehensive discussion of estimated income and expenditure for the year 2007/2008, Mr. Ascott proposed that the Parish Council precept for the sum of £25,000 for the financial year 2007/2008. Mr. Potter tabled an amended proposal that the Parish Council precept for the sum of £24,000 for the financial year 2007/2008, after which Mr. Ascott withdrew his original proposal. On being put to the vote Mr. Potter’s proposal was carried, there being four votes in favour

Members noted that this sum did not include a specific amount for contingency since it was estimated that the general fund balance brought forward at 1^st April 2007 should be approximately £7,500, part of which could be used for unforeseeable expenses if they arose.

The responsible financial officer signed the official precept form in the sum of £24,000.

8.5/01/07 To receive a report of receipts: Members received a report of the following receipts:

8.6/01/07 To approve payment of accounts between meetings: It was noted that there had not been any accounts paid between Parish Council meetings.

8.7/01/07 To approve payment of accounts to hand: It was unanimously agreed to approve payment of the following accounts to hand:

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

Parish Councillors were invited to attend the above conference (sponsored by Moat Homes) which was taking place on 1^st March 2007 at the Minerva Centre, between 10.00 a.m. and 4.30 p.m. The aim of the conference was to review progress on the three-year Community Safety Strategy (2005-2008) and to consider the planning and delivery of the final year of the Strategy. Discussions would take place on:

Mr. Cooper advised the Parish Council that he may be able to attend this meeting

Members noted that the next quarterly meeting would take place on 17^th January 2007 at 7.30 p.m. in Latchingdon Village Hall.

It was noted that Mr. Ascott and Mr. Staines would attend this meeting.

East of England Plan – Secretary of State’s Proposed Changes: The Parish Council received a document outlining the key changes to the East of England Plan proposed by the Secretary of State.

Comments on the changes were required by the EALC by 14^th February 2007.

It was agreed that the clerk would comment on behalf of the Parish Council if she felt it appropriate to do so.

Local Strategic Partnerships – Shaping their Future. An Office of the Deputy Prime Minister (ODPM) Consultation Paper: The EALC drew the Parish Council’s attention to this paper. According to the EALC, Local Strategic Partnerships were viewed in Essex as a possible direct link into the Local Area Agreement. This paper was therefore very important if Essex continued in this direction.

Comments were required by the ODPM by 3^rd March 2007. The EALC had asked for comments by 16^th January 2007, although the papers had only been received on 8^th January 2007.

The Local Government and Public Involvement in Health Bill (Second Brief): The Parish Council received a Policy and Parliamentary Briefing Note produced by the National Association of Local Councils which outlined the key points raised by Chapter 4 of the Bill relating to Parish and Town Councils.

These changes were potentially very important and covered: