Purleigh Parish Council

Present: Mr. K. Ascott, Mr. B. Oliver, Mr. S. Potter, Mr. G. Strathern.

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

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

Apologies were received from Mrs. S. Owen, who was unable to attend the meeting due to a prior personal commitment, and from Mr John Archer, District Council Ward Member.

Mr. Strathern apologised, as he would have to leave the meeting early due to a prior personal commitment. Mr. Strathern left the meeting during discussion of Agenda item 16.3/05/07.

2/05/07. EACH MEMBER TO SIGN A NEW DECLARATION OF ACCEPTANCE OF OFFICE, undertaking to observe Purleigh Parish Council’s Code of Conduct. Each Member present signed a new Declaration of Acceptance of Office undertaking to observe the Code of Conduct which was expected of Members of Purleigh Parish Council. It was agreed that Mrs. Owen should sign her Declaration of Acceptance of Office at the earliest opportunity, in the presence of another Member of the Council or the Council’s Proper Officer, pursuant to s83(4) of the Local Government Act 1972.

Mr. Oliver proposed, and it was agreed, that Mr. Potter be elected Chairman for 2007/2008. Mr. Potter duly took the Chair and signed a Declaration of Acceptance of Office undertaking to observe Purleigh Parish Council’s Code of Conduct.

Mr. Potter proposed, and it was agreed, that Mr. Strathern be appointed Vice Chairman for 2007/2008.

Each Member present at this juncture renewed their entry in Purleigh Parish Council’s Register of Members’ Interests.

It was agreed that Mrs. Owen, who was absent, would renew her entry prior to the start of the June 2007 Parish Council meeting.

The Parish Council unanimously passed the following Resolutions:

1. To continue the current practice of permitting members of the public to attend Parish Council meetings for the purpose of making representations, giving evidence or answering questions. In addition to the 15 minute public session immediately prior to the start of each Parish Council meeting, the Chairman would continue, with the agreement of all present, to close the meeting where necessary, in order that members of the public could make representations or give evidence to the Parish Council or answer questions posed by it.

2. To adopt the Local Authorities (Model Code Of Conduct) Order 2007 (SI 2007 No. 1159), hereinafter referred to as the Model Code of Conduct, including Paragraph 12(2).

Members noted that Paragraph 12 (2) was one of the more significant amendments to the revised Code as it relaxed the rules governing participation of Members at certain meetings where their prejudicial interest would, under the former Code of Conduct, have excluded them from making representations on the matter where the interest had arisen. Paragraph 12(2) essentially therefore gave Members the same rights to speak at meetings as a member of the public.

3. To reaffirm its commitment, as a preamble to the Model Code of Conduct, to the 10 General Principles set out in the Relevant Local Authorities (General Principles) Order 2001.

The general principles being:

Selflessness

Honesty and Integrity

Objectivity

Accountability

Openness

Personal Judgement

Respect for others

Duty to uphold the Law

Stewardship

Leadership

4. To notify the Standards Board for England that the Parish Council had adopted the Model Code of Conduct including Paragraph 12(2).

5. To place an advertisement in the Maldon Standard stating that the Model Code of Conduct, including paragraph 12(2), had been adopted on 11^th May 2007 and that it, together with the registers of Members interests and of gifts and hospitality, could be inspected during the public session prior to the start of each Parish Council meeting, at the Annual Parish Meeting and by prior arrangement with the Clerk, at Coppingers, Maldon Road, Latchingdon, Chelmsford, Essex. CM3 6LF. Telephone 01621 740568.

6. To inform Mr. Simon Quelch (Monitoring Officer, Maldon District Council) that the above resolutions had been passed and to send him a copy of the newly revised Register of Members’ interests.

Members noted that there were four vacancies on the Parish Council arising from insufficient candidates standing for election on 3^rd May 2007.

It was agreed to advertise the vacant positions in the Parish Magazine and on the Parish Council’s notice boards, explaining that the Parish Council intended to co-opt four people onto the Council and inviting anyone who would like to become a Parish Councillor to register their interest in writing with the Clerk, who would be happy to provide further information about the Council and its work.

It was agreed that the Parish Council’s representatives on various local bodies for 2007/2008 be as follows:

Rather than have a representative on the Purleigh Playing Field Association (PPFA), it was agreed instead that Mr. Oliver would be the point of contact for the organisation and liaise with the PPFA on behalf of the Parish Council.

The Parish Council resolved that:

10/05/07 THE MINUTES OF THE PARISH COUNCIL MEETING HELD ON 13^th APRIL 2007, having been circulated to all Members, were approved, and signed by the Chairman.

11/05/07. TO DISCUSS ANY MATTERS OF INFORMATION ARISING FROM THOSE MINUTES:

11.1/05/07 Clerk: The Clerk did not have any matters arising from the Parish Council meeting held on 13^th April 2007 to report to Members.

11.2/05/07 Members’: Members did not have any matters arising from the April 2007 meeting to discuss.

12/05/07 THE MINUTES OF THE ANNUAL PARISH MEETING held on 19^th April 2007 having been circulated to all Members, were approved, and signed by the Chairman.

There were not any matters arising from the Annual Parish Meeting to discuss.

14.1/05/07 Decisions taken between meetings: FUL/MAL/07/00387 Two storey side extension. New Redgates Farm, Fambridge Road, Purleigh. Mr. and Mrs. G.R. McDonald.

The Parish Council RECOMMENDED APPROVAL.

FUL/MAL/07/00407 Replacement of existing dwelling with new dwelling (Resubmission of planning permission FUL/MAL/06/00991) Wickhams Cottage, Wickhams Chase, Purleigh. Mr. and Mrs. J. Cooper.

The Parish Council RECOMMENDED APPROVAL.

14.2/05/07 Current applications: FUL/MAL/07/00416 Single storey extension. Aylesbury Barn, The Street, Purleigh. Mr. and Mrs. J. Crisp.

The Parish Council RECOMMENDED APPROVAL.

LBC/MAL/07/00463 Repairs to timber frame, woodwork treatment, replacement windows, alterations to kitchen and lead flashing to chimney. Old Redgates Farm, Fambridge Road, Purleigh. Mr. and Mrs. Howard-Talbott.

The Parish Council RECOMMENDED APPROVAL, provided that the works were carried out under the supervision, and to the satisfaction, of Essex County Council’s Historic Building’s Department.

14.3/05/07 Notification of appeals:

Appeal by: Mr. D. Carter

Site Address: Palepit Farm, Latchingdon Road, Cold Norton

Application Reference No: FUL/MAL/07/00027

Appeal Reference No: APP/X1545/A/07/2041396/NWF

Description of development: Construction of barns comprising agricultural store, tractor and machinery store and farm workshop.

Members noted that an Appeal had been received by the Planning Inspectorate against the decision of the District Council to refuse planning permission for the above development.

14.4/05/07 Maldon District Council planning decisions: It was noted that Maldon District Council had APPROVED the following applications:

14.5/05/07 New agricultural building at Corporation Farm, Hackmans Lane: Members noted that following the Parish Council’s request that Maldon District Council looked into activities at the above premises, an investigation by the Planning Department had taken place and had concluded that there were no breaches of planning control at the site.

14.6/05/07 Complaint regarding the Elbistan Kebab Factory, Maldon Road: Members noted that Mr. and Mrs. Bates (1, Thatchers Croft) had forwarded the Parish Council a copy of a letter, and a petition signed by 17 residents of Thatchers Croft and Maldon Road, requesting that the Kebab Factory be investigated with a view to halting the problems of noise and smell which they believed emanated from the site.

It was agreed to support Mr. and Mrs. Bates’ request that Maldon District Council investigate the site.

14.7/05/07 Other planning matters: Members did not have any other planning matters to discuss.

15.1/05/07 Parking problems, The Street, Purleigh: Members noted that Jackie Roerig (Essex County Council) had advised the Parish Council that a site visit had been carried out (Minute No 5.3/03/07) and as there had been no problem evident at the time of the inspection she would like further details.

Members noted that Ms. Roerig pointed out that whilst the obvious solution might be to consider parking restrictions, it was unlikely that Maldon District Council would be in a position to enforce them, certainly in the evenings and weekends and therefore may not be willing to support any such proposals for this location.

If the problem was being caused by the residents there was little the County Council could do to resolve the matter. If the access to Purleigh Hall was being blocked, the only other solution would be to contact the Police to report an obstruction offence.

15.2/05/07 Other highway matters: Gateway signs: At Mr. Ascott’s suggestion it was agreed to ask Essex County Council whether it would be possible to install panels resembling wicket gates at the start of the 30mph speed limits in Chelmsford Road (by the allotments) and in Barons Lane and at the start of the 40 mph speed limits in Fambridge Road (by the Round Bush).

It was also agreed to ask the County Council to renew the red road markings in Chelmsford Road as the existing paint had faded.

Lorry signage – Maldon Road / Burnham Road: It was agreed to write to Iain Jones (Essex County Council, Highways Department) requesting that the sign at the junction of Burnham Road, Maldon Road and Main Road (Mundon) which directed all Heavy Goods Vehicles along Burnham Road be removed now that the new financial year had commenced, as promised in his letter to the Parish Council dated 13^th February 2007.

Access from Novoli Farm onto Barons Lane: It was agreed to write to Essex County Council registering the Parish Council’s gravest concerns about the adequacy of the sight lines at the Barons Lane access to Novoli Farm, which Members understood was going to be used by members of the Caravan Club.

16.1/05/07 Children’s Play Area: 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 and that the newly sown grass was growing well.

16.2/05/07 Hire of the Pavilion and Cricket Square: Members noted that with the approval of the Chairman, Vice-Chairman and other Parish Councillors between meetings, the Parish Council had given permission for Purleigh Cricket Club to oversee the hire of the Pavilion and Cricket Square to Rayleigh Cricket Club for a maximum of 9 Saturdays during the season.

Purleigh Cricket Club would take full responsibility for the security of the Pavilion and all facilities to be used, they would emphasise that studded footwear was not permitted in the hall and would provide carpets to cover appropriate areas. Purleigh Cricket Club would also prepare the pitches and mark the boundaries.

It was agreed to ask the Cricket Club to treat any money it received from Rayleigh Cricket Club as a donation towards its expenses rather than hiring fees, to avoid a precedent of sub-letting the pitch being set, as this was contrary to the terms of Purleigh Cricket Club’s hiring agreement with the Parish Council.

16.3/05/07 Other playing field and open space matters: Maintenance issues in the Pavilion: Members noted that the PPFA had informed the Parish Council that the chairs and tables in the Pavilion were damaging the newly sealed floor, as many had their rubber feet missing.

It was agreed to purchase 100 rubber feet from Roger Hyde Ltd at a cost of £45 plus VAT.

Members noted the PPFA were also concerned that the lock on the disabled toilet door didn’t work, the red non-slip flooring was lifting in the hallway (at the junction of the hall and corridor) and constituted a trip hazard, and that children were habitually lifting a plastic drain cover from the vicinity of the rear doors and using it as a frisbee.

It was noted that Gary Lynch had been asked some weeks ago to repair the flooring and mend the disabled toilet door. It was agree to write to Mr. Lunch again, reminding him of the work, which was still outstanding in the Pavilion.

Internal re-decoration of the Pavilion: The contents of a letter from Bernard Steeples (Chairman, PPFA), in which he requested that the Parish Council reconsider redecorating the interior of the Pavilion during the current financial year, were noted by Members.

It was agreed to review the matter at a later date and to explain to Mr. Steeples that the work hadn’t been budgeted for.

Cricket Club scoreboard: Mr. Steeples’ letter also indicated that the Cricket Club would like the scoreboard at the Pavilion replaced. It was agreed that the Cricket Club should put their request directly to the Parish Council in writing.

Yew trees in the Churchyard: The Parish Council noted the contents of a letter from Jill Burrage (Church Warden) advising Members that at the recent Parochial Church Council meeting it had been agreed that the Parish Council could remove the adjacent shrubs (euonymus and a large photinia - red robin) prior to planting with two young Yew trees. Mrs. Burrage would be very happy to meet a representative from the Parish Council to discuss the matter further. Mrs. Burrage’s letter continued to thank the Parish Council for their concern over these trees and took the opportunity to thank the Parish Council for their continued help, care and concern for the maintenance of the churchyard, and in particular the cutting of the grass in both churchyard and cemetery which was now done so well by Andrew Macmorland.

Mr. Strathern left the meeting at this juncture.

Members noted that on 24^th April 2007, the Parish Council had received a complaint from some tenants that another tenant was putting bird food in close proximity to their plot (in the hedgerow next to their allotment and along the path next to their seedbed) and that their seedlings and plants etc. were being eaten.

The Chairman visited the site and the Parish Council subsequently wrote to the tenant concerned suggesting that it would be helpful if he moved his bird feeders to the other end of the allotments near the roadside gate and didn’t put down extra feed.

As a result of the Parish Council’s correspondence, the tenant visited the Chairman and explained that the roadside hedge wasn’t a suitable place for bird feeders (due to the proximity of traffic and predatory birds etc). After discussing the matter with the Chairman, the tenant agreed instead to ensure that his bird feeders were positioned well into the bushes sufficiently far away from the other tenants’ plot so the birds won’t be encouraged onto it. He also agreed to re-fill the feeders from the other side of the hedge to avoid any nuts or seeds spilling onto the paths and not to put any bird food directly onto the path.

18/05/07 TO CONDUCT THE ANNUAL RISK ASSESSMENT:

18.1/05/07 The Risk Assessment: The Parish Council noted that the audit regime placed emphasis on local councils strengthening their own corporate governance arrangements, improving their stewardship of public funds and providing assurance to taxpayers. The Parish Council therefore carried out a thorough risk assessment which took steps to identify key risks facing the Council; evaluated the potential consequences to the Council if an event identified as a ‘risk’ took place, and decided on appropriate measures to avoid, reduce or control the risk and its consequences.

18.2/05/07 Matters arising from the Risk Assessment: Members noted that apart from the points outlined in the Risk Assessment booklet relating to the Parish Council’s insurance policy, no new risks to the Parish Council had been identified.

18.3/05/07 To review the effectiveness of the system of internal control: Members noted that the Accounts and Audit Regulations (2003) as amended by the Accounts and Audit (Amendment) (England) Regulations 2006 required audited bodies to review at least once a year the effectiveness of its systems of internal control and internal audit and to publish a statement on internal control and internal audit each year with the Council’s finances.

The Parish Council was fully satisfied that its systems of internal control and audit were robust and effective.

18.4/05/07 To review the Parish Council’s internal audit procedure: It was agreed not to make any amendments to the Parish Council’s internal audit procedure.

Members affirmed that the entire Council was responsible for ensuring that public monies were spent or invested legally and that the Council as a whole was collectively responsible for the financial management of the Council.

18.5/05/07 To receive a report from the internal auditor: Members noted and approved the contents of Mr. Oliver’s report to the Parish Council, written in his capacity as the Council’s internal auditor for 2006/2007.

18.6/05/07 To note the powers under which income and expenditure 2006/2007 was received and spent: Members noted the legislative powers under which income and expenditure 2006/2007 had been received and spent and were satisfied that the Parish Council’s financial transactions had been carried out within the powers available to it.

18.7/05/07 To review the Parish Council’s powers and duties: Members noted the powers available to Parish Councils and the duties imposed upon them. Members were satisfied that the Parish Council’s activities had been carried out within the legal powers available to it.

18.8/05/07 To review the Parish Council’s Insurance policies: The Parish Council gave careful consideration to the terms and provisions of its two Insurance policies held with Allianz Cornhill Plc and Aon Ltd. (policy numbers: 11/AC/5006/06 and 11/AV/43026/06) which were due to be renewed on 1^st June 2007.

The Parish Council noted that the condition that had been added to policy AC/5006 in 2005, requiring the Parish Council to carry out any work (repairs or removal of play equipment) identified by the Royal Society for the Prevention of Accidents (RoSPA) during their annual inspection of the Children’s Play Area within 60 days of the date of the inspection, unless agreed otherwise by Allianz Cornhill, remained in force.

It was agreed not to make any amendments to the policies for the forthcoming year.

Members were satisfied with the robustness of Allianz Cornhill, and Aon Ltd. who specialised in local government insurance.

18.9/05/07 To review the Parish Council’s Asset Register: Members did not suggest any amendments to its asset register which showed the Parish Council having assets to the value of £218,632.56 at the close of business on 31^st March 2007.

18.10/05/07 To review the Parish Council’s Best Value Policy: It was agreed not to amend the Parish Council’s Best Value policy.

18.11/05/07 To review the Parish Council’s Financial Regulations: It was agreed not to amend the Parish Council’s Financial Regulations.

18.12/05/07 To review the duties of the Responsible Financial Officer: It was agreed not to amend the duties of the Responsible Financial Officer.

18.13/05/07 To review the Parish Council’s Code of Practice for Handling Complaints: It was agreed not to amend the Parish Council’s Code of Practice for Handling Complaints.

18.14/05/07 To review the measures taken to comply with the general and specific duties to promote racial equality: Members were reminded that at the February 2002 meeting (Ref: Minute 9/02/02.1.) the Parish Council had assessed how relevant each of its functions were to the General Duty to promote racial equality. The three parts of the General Duty being to:

1. Eliminate unlawful racial discrimination

2. Promote equality of opportunity and

3. Promote good relations between persons of different racial groups.

Members had then considered how policies could be changed where necessary to meet the general duty, and how to make the changes identified.

The Parish Council had not undertaken any new functions since this meeting.

To meet the specific duty of employment, The Parish Council collected the following data and analysed it to detect any patterns of inequality:

Members concluded that no patterns of inequality could be detected.

It was agreed to publish this data in the Parish Magazine.

18.15/05/07 To review the Parish Council’s compliance with the Freedom of Information Act 2000: Members were satisfied that the Parish Council was fully compliant with both the Data Protection Act 1998 and the Freedom of Information Act 2000. Members also noted that the Parish Council had complied with the requirement to register as a local authority.

18.13/05/07 To review the Parish Council’s compliance with s17 of the Crime and Disorder Act 1998: The Parish Council was satisfied that it complied with s17 of the Crime and Disorder Act 1998.

19.1/05.07 To approve and sign the Parish Council’s Accounts for the period 1^st April 2006 to 31^st March 2007: The Parish Council unanimously approved the:

The Chairman and Responsible Financial Officer signed three copies of the Balance Sheet, which showed the Parish Council to have NET ASSETS in the sum of £18,448.36 at 31^st March 2007 (compared with £21,252.01 in the preceding financial year).

The Chairman and RFO also signed the bank reconciliation in the Payments and Receipts Account 2006/2007.

19.2/05/07 The annual audit of accounts for the period 1^st April 2006 to 31^st March 2007:

Members noted that Lubbock Fine had advised that the Parish Council’s Annual Return should be completed and returned to them by 29^th June 2007 so that they could carry out the annual audit of accounts.

In order to comply with the legal requirement to enable interested parties and local electors to exercise their rights with regard to the accounts, Lubbock Fine had appointed 29^th June 2007 as the date on or after which interested parties could exercise their rights under the Audit Commission Act 1998 and the Accounts and Audit Regulations 2003 as amended.

Members noted that on 5^th May 2007 the Parish Council had displayed notices informing parishioners that the accounts would be available for inspection at Coppingers, Maldon Road, Purleigh, between the hours of 10.00 a.m. and 3.00 p.m. on Mondays to Fridays (excluding public holidays), from Monday 28^th May to Thursday, 28^th June 2007 inclusive (by prior arrangement with the Clerk).

A copy of ‘Council’s Accounts: A Summary of Your Rights’ had been displayed alongside each notice, as required by the Audit Commission Act 1998.

19.3/05/07 To approve the Statement of Accounts (section 1 of the Annual Return) for the year ended 31^st March 2007: The Parish Council approved the Statement of Accounts for the year ended 31^st March 2007 (section 1 of the Annual Return) dated 11^th May 2007; the Responsible Financial Officer’s explanation of the reasons for any significant variances (over 15%) from the last financial year to this, and the Parish Council’s bank reconciliation as at the close of business on 31^st March 2007.

Members noted that the Statement of Accounts had been based on the Parish Council’s Accounts 2006/2007, which had been prepared on an income and expenditure basis.

The Chairman and Responsible Financial Officer signed the Statement of Accounts.

19.4/05/07 To Complete the Annual Governance Statement (section 2 of the Annual Return): The Parish Council completed the Annual Governance Statement, which was then certified by the Chairman and Clerk.

Members noted that additional disclosures were required from 2007 in sections 1 and 2 of the Annual Return regarding Trusts and that the Parish Council was also required to carry out and report on an annual review of the effectiveness of its systems of internal control and audit (see above).

19.5/05/07 Annual Internal Audit Report (section 4 of the Annual Return): The Parish Council noted that Mr. Stichbury would complete this section of the Annual Return on 18^th May 2007, prior to the period of public access to the accounts and supporting documentation.

19.6/05/07 To receive a report of receipts: The Parish Council received a report of the following receipts:

19.7/05/07 To approve payment of accounts between meetings: It was noted that there had not been any accounts paid between meetings.

19.8/05/07 To approve payment of accounts to hand: It was unanimously agreed to approve payment of the following accounts to hand:

The Parish Council also approved in principle that the Parish Council could pay the insurance premium on policy AV/43026 in the sum of £1,263.51 between meetings, upon receipt of the new policy documentation.

Members noted that the EALC was running the following course:

Freedom of Information & Data Protection workshop on Wednesday, 27^th June 2007 between 9.30 a.m. and 1.00 p.m. in the Talberd Room, Foakes Hall, Great Dunmow at a cost of £30 per delegate.

Following the Parish Councils comments re: District Council services, the District Council would like a representative form the Parish Council to attend a partners’ focus group with representatives from the audit commission on Tuesday, 22^nd May 2007 at 6.00 p.m. in the Council Offices.

It was agreed that the Clerk would attend on behalf of the Parish Council if she was available.

Members noted that Parish Council had been invited to send a representative to part of an ‘Issues and Options’ consultation process which would inform the Regional Spatial Strategy single issue review to address the provision of Gypsy and Traveller caravan sites in the East of England.

The nearest event would be held at 7.00 p.m. on 5^th June 2007 at the Essex Records Office.

It was agreed to put Parish Plans on the Agenda of the June 2007 Parish Council meeting.

Members noted that the PPFA would be holding a ‘race night’ on Friday, 18^th May at Latchingdon Football Club.

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 8.55 p.m.

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