Purleigh Parish Council
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MINUTES OF A MEETING OF PURLEIGH PARISH COUNCIL, HELD IN THE WELLS PAVILION, HOWE GREEN ROAD, ON FRIDAY, 15th JANUARY 2010, AT 7.30 P.M. Members present: Mr. G. Strathern (Chairman), Mr. K. Ascott, Mr. L. Cooper, Mr. K. Gower, Mr. M. Perriman, Mr. S. Potter, Mr B. Oliver, Mrs M. Stock. Also in attendance: Mrs. J. Potter (Clerk). Mr. John Sears (District Council Ward Member) attended the public session prior to the meeting. One member of the public attended part of the meeting. Prior to the start of the meeting Members expressed their sadness at the recent death of Mr. John Mardon, who had been a long serving and distinguished member of the Parish Council during his lifetime and had also been a very active member of the community. The Parish Council sent its condolences to his widow, Jean. 1/01/10 APOLOGIES FOR ABSENCE Apologies were received from Mrs. S. Owen, Mr. J. Archer (District Council Ward Member) and Christine McDonald (Village Agent), who were unable to attend the meeting due to prior personal commitments. Mr. Cooper apologised for his late arrival to the meeting, having been unavoidably detained. Mr. Cooper joined the meeting during discussion of agenda item 8.4/01/10. 2/01/10 THE MINUTES OF THE PARISH COUNCIL MEETING HELD ON 11TH DECEMBER 2009, having been circulated to all Members, were approved, and signed by the Chairman. 3/01/10. TO DISCUSS ANY MATTERS OF INFORMATION ARISING FROM THOSE MINUTES: 3.1/01/10 Clerk: The Clerk did not have any matters of information arising from the December 2009 meeting to report to the Parish Council. 3.2/01/10 Members’: Members did not have any matters arising from the December 2009 meeting to discuss. 4/01/10 PLANNING MATTERS 4.1/01/10 Decisions taken between meetings: FUL/MAL/09/01075 Demolition of structurally unsound bungalow and various outbuildings and erection of a single dwelling with annexe for parents. Hill View, Howe Green Road, Purleigh. Mr. & Ms. Roberts. The Parish Council RECOMMENDED APPROVAL, provided that the use of the annexe was ancillary to the enjoyment of the main dwelling and did not form a separate unit of accommodation in a rural area, and that it was in accordance with Policy H11 (Special family needs) of the Maldon District Replacement Local Plan and subsequent provisions of the Local Development Framework. 4.2/01/10 Current applications: FUL/MAL/09/01068 Erection of a dwelling for an agricultural stockman and a specialist cattle isolation building. Land adjacent Crofton, Cold Norton Road, Purleigh. Mr. P. Jones. The Parish Council RECOMMENDED REFUSAL, on the grounds that the proposed dwelling was to be sited too far away from the roadside and therefore constituted back-land development which would create a new dwelling in open countryside. FUL/MAL/09/01079 Erection of a one and a half storey side extension. Clevelands, Marlpits Road, Purleigh. Mr. A. Woodcock. The Parish Council RECOMMENDED APPROVAL. FUL/MAL/09/01062 Revisions to planning approval FUL/MAL/03/00997 for extensions and alterations to existing dwelling. Hill Farm, Mill Hill, Purleigh. Mr. and Mrs. Ian Wilson. The Parish Council RECOMMENDED APPROVAL. 4.3/01/10 Notification of Appeals: Members noted that the Parish Council had not been notified of any Appeals between meetings. 4.4/01/10 Maldon District Council planning decisions: Members noted that Maldon District Council had APPROVED the following applications:
4.5/01/10 Other planning matters: Oakfields House, Hackmans Lane: It was noted that Maldon District Council had confirmed that the use of the ground floor section of the former garage as annexe accommodation incidental to the enjoyment of the main dwelling was in accordance with planning control. New dwelling (formerly Gordene) Howe Green Road: Members understood that since the last Parish Council meeting, a multi agency meeting had been held to address the various problems at this site. 5/01/10 HIGHWAY MATTERS 5.1/01/10 Essex County Council Definitive Map of Public Rights of Way Maldon Review: The Parish Council noted that Jacqueline Millward (Environmental and Property Team Manager, Legal Services) had responded to the Parish Council’s letter of 10th April 2009 (and subsequent reminders) as follows: Seagers Lane: Having sought the advice of the Environment, Sustainability & Highways Service, Ms. Millward concluded that Byway 32 (Seagers Lane) had a history of surface disturbance which Officers believed was caused by farm machinery accessing fields off the byway and not by public traffic. There was therefore no proposal to re-visit the question of its status. Members noted that any further action would be taken by the affected landowners. Mr. Ascott, a member of the Ramblers Association, declared a non-prejudicial interest in the following matter. Footpath 11: Ms. Millward advised the Parish Council that the issues relating to Footpath 11 had arisen in relation to a possible diversion some years ago as part of a proposed gliding site at Hackmans Lane. The planning application had been dropped and the discussions about the possible diversion of this path had lapsed accordingly, so there was again no proposal to look into this in the Review. It was agreed to write to Essex County Council informing it that if it was not willing to divert Footpath 11, a bridge would be required to span a large ditch, pursuant to Section 56 of The Highways Act 1980. 5.2/01/10 To consider a request for a salt bin (Walton Hall Lane) Members noted that a parishioner had asked the Parish Council to provide a salt bin to be situated at an appropriate location near Walton Hall, as they had witnessed several accidents in the area during the recent icy weather. The parishioner would be happy to distribute the grit when required. Members were reminded that Essex County Council’s policy remained that all new salt bins had to be purchased and maintained by the local parish or town council, but would be filled by the County Council when required. The County Council also needed to approve the location of new salt bins before installation. It was noted that a 370 litre salt bin which took 18 x 25kg bags of salt (dimensions 1163mm x 8702mm x746mm) from Glasdon UK cost £167.20 plus VAT (and was available in yellow, beige or dark green). It was agreed to purchase a 370 litre salt bin (in dark green) at a cost of £167.20 plus VAT from Glasdon UK to be situated, with the agreement of Essex County Council, at an appropriate location in Walton Hall Lane. 5.3/01/10 Other highway matters: Obstructions on the grass verge, outside Hillside Cottage, Howe Green Road: Members noted that Essex County Council’s Highways Department had written to the Parish Council to ask whether now the resident had made the items on the verge more visible they could remain in place. The items did not contravene County Council policy and the resident’s purpose in putting them there was to protect the verge and improve the appearance of the area, which he felt was very important given the extensive damage and destruction caused to the verges higher up Howe Green Road. Members noted that the Parish Council had always been consistent in its opposition to obstructions on the highway, and as a matter of course referred any specific locations complained about by parishioners, or which it believed were dangerous due to their siting etc. to the County Council for investigation. The Parish Council was of the opinion however, that it was up to Essex County Council, as the Highways Authority, to approve or disapprove of any such items. 6/01/10 PLAYING FIELD AND OPEN SPACES 6.1/01/10 Children’s play area: monthly report: Mr. Perriman reported that 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. There was however a serious mole problem within the play area. The Chairman agreed to investigate possible solutions. 6.2/01/10 Broken ‘Bounder’ in the children’s play area: Members noted that on 30th or 31st December 2009 the ‘Bounder’ in the children’s play area had been broken. Playquip Leisure Ltd (the manufacturers) had been informed and had removed the equipment for inspection. Peter Sander, Playquip Leisure Ltd, had subsequently written to the Parish Council regarding the broken Bounder explaining that when his company had arrived to collect the item they had found the crossbar split in two with jagged torn steel around the split which was located approximately 100mm from the centre flange plates. The cross bar had also been bent 250mm further down the tube towards the seat. This was obviously, in the manufacturer’s opinion, malicious damage, as equipment failure or under engineering would have resulted in a slightly bent cross bar. The company had never come across damage of this nature before and could not advise on the methods used to create it. Mr. Sander confirmed that the Bounder was designed to carry the weight of two adults comfortably, the cross bar had been tested in the Playquip factory over a 7 day period with 230lbs loaded on both ends of the bar. Multiple occupancy would simply have made the arms bottom out on the ground and prevent movement, thus preventing damage caused by overloading. Normally Playquip did not cover the cost of repairs caused by misuse or vandalism, however because the Parish Council had had a problem with the item when it was first installed, Playquip had replaced the cross bar and re-fitted the item free of charge as a gesture of good will. It was agreed to write to Playquip Ltd thanking them for their prompt response. 6.3/01/10 Other playing field and open space matters: Members did not have any other playing field or open space matters to discuss. 7/01/10 PURLEIGH EMERGENCY GROUP (PEG) Members noted that this item appeared on the Agenda at the request of Mr. Ascott (Co-ordinator, PEG). Mr. Ascott reported that members of PEG would appreciate a refresher course in First Aid Training to assist them in their role should they be called upon to act in an emergency and at his request an estimate for the cost of providing a First Aid refresher course provided by the St John’s Ambulance Brigade had been obtained. Members noted that the St John’s Ambulance Brigade offered courses in emergency life support (general) at their local headquarters in Chelmsford. The course covered the following topics, lasted for four hours, was certificated and cost £26.50 per person based on 12 attendees (£318.00).
It was noted that the cost of a three hour emergency life support (general) course to be held in the pavilion, based on 12 people attending, with the premises provided free of charge and refreshments, after 1st April 2010 would be £20 per person (£240) plus VAT. This course was also certificated. It was agreed to pay for twelve members of PEG to attend a First Aid course provided by the St John’s Ambulance Brigade in the pavilion at a cost of £20 per person (£240). Should insufficient PEG volunteers wish to undertake the training, the course would be made available to parishioners on a self-funding basis, unless they wished to join PEG in which case the Parish Council would pay for their training. 8/01/10 FINANCIAL MATTERS 8.1/01/10 Appointment of external auditor: Members noted that the Audit Commission had advised that in order to comply with its policy to rotate appointed auditors after five years, it was proposing that responsibility for the audit of Purleigh Parish Council should be transferred from Alun Williams to another District Auditor. The Audit Commission was formally required to consult the Parish Council on the new appointment and proposed to appoint Wayne Rickard as the Council’s Appointed Auditor / Engagement Lead, with effect from January 2010. 8.2.01/10 Internal audit for the period 1st April 2009 to 31st December 2009: Members noted that Mr. Strathern had carried out an internal audit of the Parish Council’s accounts for the period 1st April 2009 to 31st December 2009 on Monday, 11th January 2010. 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, debt register and other subsidiary accounting records as he had seen fit, in accordance with the Parish Council’s internal audit procedure. There were no matters arising from the internal audit to report to the Parish Council. At the meeting all the aforementioned financial records were available for Parish Councillors to inspect. 8.3/01/10 To receive a Statement of Accounts for the period 1st April 2009 to 31st December 2009: It was proposed and unanimously agreed to approve the Statement of Accounts for the period 1st April 2009 – 31st December 2009:
8.4/01/10 To carry out a financial review 2009/2010: Members considered and approved a detailed breakdown of income and expenditure for the period 1st April 2009 to 31st December 2009, together with estimated income and expenditure to the end of the financial year 2009/2010. Members noted that this review formed part of the Parish Council’s internal audit procedure. Mr. Cooper joined the meeting at this juncture. 8.5/01/10 To receive quotations for potential projects/purchases, which may be undertaken in the financial year 2010/2011: Members noted that either the following had been identified during the year in meetings as possible projects for the next financial year, or the clerk had been asked by Councillors to obtain estimates/quotations to be considered when setting the precept 2010/2011. First Aid Training: Please see Minute 7/01/10 above. Chairs for the pavilion: Members were reminded that at the June 2009 Parish Council meeting, it had been agreed that the remainder of Mr. May’s legacy might be put towards a project of benefit to the pavilion or playing field, such as the purchase of new chairs (See Minute 6.2/06/09). Members noted that the remainder of Mr. May’s legacy amounted to £208.52 and that to provide 20 stacking chairs with upholstered seats and backs, the sum of £30 per chair should be budgeted for (£600) less £208.52, which amounted to a total expenditure of approximately £400, should Members wish to proceed. Mr. Potter proposed that the Parish Council use the remainder of Mr. May’s Legacy and allocate the sum of £400 in the precept 2010/2011 to purchase 20 new chairs for the pavilion. On being put to the vote Mr. Potter’s proposal was carried, there being five votes in favour. Pavilion maintenance: Members received the following quotations to replace four windows on the north side of the pavilion: G.J. Lynch Building Contractors
Meridian To supply and install four double glazed replacement windows in white finish Upvc, to the design as existing, incorporating high impact modified white finish Upvc. Internally double glazed throughout with 28mm sealed units manufactured with white colour coded spacer bar and toughened safety glass for maximum security. All units glazed with a featured ovalo bead. Opening windows fitted with stainless steel friction stays and a multi-point shoot bolt locking system. Windows to incorporate auto-locking handles in a choice of coloured finishes. Full ten year guarantee on all aspects of the work.
Saltcoate Windows Ltd To supply and install 4 x flat replacement windows in white PVCu, based on measured sizes and agreed requirements. All frames to by Synerjy/Shield 70mm profile, fully welded and reinforced. Internal bead (ovalo or flat), shootbolt locking and lowline gasket. All glazing is 28mm low E, energy rated sealed units. Toughened safety glass to BS 6262 as standard.
Due to the financial constraints the Parish Council would be working within in the next financial year, Mr. Potter proposed, and it was agreed, that the Parish Council would allocate the sum of £550 in the precept 2010/2011 to ask G.J. Lynch Building Contractors to install two white Upvc windows (as opposed to four), to the specification detailed in his quotation above. It was also agreed to write to the Purleigh Playing Field Association (PPFA) explaining that due to a lack of available funds, the Parish Council could only afford to replace two windows in the pavilion during the next financial year. Members expressed their concern about the longevity of the pavilion, and of the wisdom in spending increasing amounts of money to maintain it. The Parish Council also received a quotation from Graham Cornell for exterior maintenance of the pavilion as follows: Graham Cornell To clean the rainwater gutters, then prepare and paint to a gloss finish all of the white fascias and soffits and include the ceiling on the verandah. Prepare and apply one undercoat and one gloss to the wooden windows (excluding four on the north elevation). Labour & Materials £930.00 It was agreed not to accept Mr. Cornell’s quotation but to thank him for the work which had gone in to preparing it. 8.6/01/10 To consider grant applications for the financial year 2010/2011 and to set the parish precept 2010/2011: The Parish Council received grant applications from the following organisations: Knightswood Satellite Service: The Parish Council received a request for continued financial assistance in 2010/2011 from the Dengie Project Trust towards the Knightswood Satellite Service, which took Purleigh parishioners aged 65 and over out for lunch to a local venue once a fortnight in an effort to combat social isolation. Purleigh Community Primary School: Members noted that Purleigh Community Primary School had written to thank the Parish Council for its continued support for school swimming, which resulted in a subsidy for parents of children living in the parish. According to the school, thanks to the Parish Council’s grant of £1,200, it would be able to offer Purleigh children a subsidy of £10 each in the forthcoming season (£4 more than last year), which according to the school was greatly appreciated. The school requested a similar grant towards next year’s swimming costs Purleigh Village Hall: Mrs. Stock, being a member of the Village Hall Management Committee, declared a non-prejudicial interest in the following matter. The Parish Council received a grant application from Purleigh Village Hall. Members noted that the Committee had decided that it wasn’t a viable option to try to build a new hall so had resolved to try to improve the existing facilities as much as finances would allow, having regard for health and safety, fuel economy and aesthetics. Two medium term projects had been identified, which the committee hoped to progress in the financial year 2010/2011.
The Village Hall Committee would greatly appreciate any financial assistance the Parish Council could provide in 2010/2011 towards the above projects. Mr. Potter proposed that the Parish Council precept to give a grant of £500 in 2010/2011 to the Village Hall Management Committee towards putting the garage in good order. On being put to the vote, Mr. Potter’s proposal was carried, there being six votes in favour. Minor miscellaneous grants: Members noted that the Parish Council had allocated the sum of £75 in the precept 2009/2010 from which to make minor miscellaneous grants. In 2008/2009 the Essex Air Ambulance had been given £35 and Farleigh Hospice £40. Both organisations had on-going appeals for donations. It was agreed to make a donation to the Essex Air Ambulance of £40 and donate £35 to Farleigh Hospice during the current financial year and to allocate the sum of £75 towards minor miscellaneous grants in the precept 2010/2011. To set the Parish Precept 2010/2011: Members considered and approved a detailed breakdown of estimated income and expenditure for the financial year 2010/2011, which had been prepared by the Responsible Financial Officer and circulated to Members prior to the meeting. During the discussion of estimated income and expenditure 2010/2011, the following items of expenditure were approved: Purleigh Community Primary School: Having given careful consideration to the school swimming pool accounts for the 2009 season, and to the school’s request for continued financial support in 2010, the Parish Council agreed to award a grant of £1,200 to Purleigh Community Primary School towards swimming costs for the 2010 season (payable under the Local Government (Miscellaneous Provisions) Act 1976, s19(3)). The Dengie Project Trust (Knightswood Satellite Service): It was agreed that a grant of £280 be given to the Knightswood Satellite Service during 2010/2011 (payable under the Local Government and Rating Act 1997, s29). Purleigh Village Hall Management Committee: It was agreed that a grant of £500 towards the cost of putting the garage in good order should be given to the Purleigh Village Hall Management Committee (payable under the Local Government (Miscellaneous Provisions) Act 1976, s19). 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 2010/2011 (payable under Local Government Act 1972, s137). 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 2010/2011, given the anticipated level of Parish Council expenditure during the year. First Aid Training: It was agreed that the Parish Council would pay for up to 12 members of the Purleigh Emergency Group to undertake First Aid Training at a cost of £20 per person (£240). It would also provide the pavilion and refreshments for the course free of charge. See Minute 7/01/10 above. Chairs for the pavilion: It was agreed to allocate the sum of £400 in the precept 2010/2011 to put towards the purchase of 20 new chairs for the pavilion. The remaining cost to be paid for from the remainder of Mr. May’s Legacy. See Minute 8.5/01/10 above. Pavilion maintenance: To replace four windows on the north side of the pavilion: It was agreed to allocate the sum of £550 in the precept 2010/2011 to replace two windows in the pavilion. See Minute 8.5/01/10 above. Grasscutting: It was also agreed to increase the budget for grasscutting by the sum of £340, in case the weather necessitated an increased number of cuts. After a fully comprehensive discussion of estimated income and expenditure for the year 2010/2011,
Mr. Potter then proposed that the Parish Council precept for the sum of £29,000.00 for the financial year 2010/2011. Mr. Cooper tabled an amended proposal that the Parish Council precept for the sum of £28,000.00 for the financial year 2010/2011. On being put to the vote Mr. Cooper’s proposal that the Parish Council precept the sum of £28,000.00 for the financial year 2010/2011 was carried, there being five votes in favour and three votes against. Members noted that this sum did not include a specific amount for contingency, and would leave an estimated balance carried forward at 31st March 2011 of £400.85. Members noted that this of course was subject to change if unforeseen expenditure arose or unanticipated income was received. The Responsible Financial Officer signed the official precept form in the sum of £28,000.00. 8.7/01/10 To receive a report of receipts: Members received a report of the following receipts:
8.8/01/10 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.
8.9/01/10 To approve payment of accounts to hand: It was unanimously agreed to approve payment of the following accounts to hand:
9/01/10 CORRESPONDENCE Essex County Council: Mobile library service: Members noted that the mobile library would visit Purleigh fortnightly on Wednesdays commencing 13th January 2010 at the following times and locations:
Essex Association of Local Councils (EALC) Members noted that the following training courses were being offered: ‘Being a Good Councillor (1)’ on Wednesday, 27th January 2010 from 9.30 – 3.30 at a cost of £54 per delegate in the Talberd Room, Foakes Hall, Great Dunmow. ‘How to raise the profile of your parish council’ on Thursday, 4th February 2010 from 9.30 – 12.30 at a cost of £34 per delegate in the Talberd Room, Foakes Hall, Great Dunmow. ‘Roles and Responsibilities’ on Thursday, 11th February 2010 from 9.30 to 12.30 at cost of £34 per delegate in the Talberd Room, Foakes Hall, Great Dunmow. ‘Audit and Risk Assessment Day’ on Friday, 12th February 2010 from 10.00 to 4.00 at a cost of £54 per delegate in the Foakes Hall, Great Dunmow. ‘Being a Good Councillor (2)’ on Wednesday, 10th March 2010 from 9.30 – 3.30 at a cost of £54 per delegate in the Talberd Room, Foakes Hall, Great Dunmow. Maldon District Council Training on the Code of Conduct for Members: Members noted that Simon Quelch (Legal and Democratic Services Manager, Maldon District Council) was running a training session on 4th February 2010 from 7.00 p.m. to 8.00 p.m. in the Council Chamber at Maldon District Council on ‘The Code of Conduct for Members’ for District Councillors. There would be about 25 extra places available however if any Parish Councillors would like to attend. The clerk agreed to try to reserve places for the Chairman, Mr. Ascott and Mr. Cooper. 10/01/10 POINTS OF INFORMATION Members did not have any points of information to share. CRIME AND DISORDER ACT 1988 (SECTION 17) 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 9.03 p.m.
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