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

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

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

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

Apologies were received from Mr G. Strathern who was unable to attend the meeting due to professional commitments.

In the absence of Mr. Strathern, Mr. Oliver took the Chair in his capacity as Vice Chairman.

Mr. Potter proposed, and it was agreed, that Mr. Strathern be elected Chairman for 2010/2011.

In the absence of Mr. Strathern, it was agreed that he would sign his Declaration of Acceptance of Office, by which he undertook to observe Purleigh Parish Council’s Code of Conduct, prior to the June 2010 Parish Council meeting, in the presence of another Member or the Council’s Proper Officer.

Mr. Ascott proposed, and it was agreed, that Mr. Oliver be appointed Vice Chairman for 2010/2011.

Each Member present reviewed their entry in Purleigh Parish Council’s Register of Members’ Interests.

It was agreed that Mr. Strathern, who was absent, would renew his entry prior to the start of the June 2010 Parish Council meeting.

6/05/10 To appoint representatives to various local bodies

It was agreed that the Parish Council’s representatives on various local bodies for 2010/2011 be as follows:

The Parish Council resolved that:

8/05/10 THE MINUTES OF THE PARISH COUNCIL MEETING held on 9^th April 2010, having been circulated to all Members, were approved, and signed by the Chairman.

9/05/10 TO DISCUSS ANY MATTERS OF INFORMATION ARISING FROM THOSE MINUTES:

9.1/05/10 Clerk: The Clerk did not have any matters arising from the April 2010 meeting to report to Members.

9.2/05/10 Members’: Members did not have any matters arising from the April 2010 meeting to discuss.

10/05/10 THE MINUTES OF THE ANNUAL PARISH MEETING held on 22^nd April 2010, having been circulated to all Members, were approved, and signed by the Chairman.

As Essex Police had not been able to spare an Officer to attend the Annual Parish Meeting and give a report on local policing for several years now, it was agreed to remove them from the list of invited speakers at future Annual Parish Meetings.

12.1/05/10 Decisions taken between meetings: FUL/MAL/10/00284 Extend time limit for implementation: Conversion of existing coach house to residential annexe (FUL/MAL/05/00699). Purleigh Hall, The Street, Purleigh. Stanley Kingsnorth.

The Parish Council RECOMMENDED APPROVAL.

12.2/05/10 Current applications: HOUSE/MAL/10/00364 Replace single storey lean-to with two storey extension. 1, Lodge Lane, Purleigh. Mr. David Baker.

The Parish Council RECOMMENDED APPROVAL.

12.3/05/10 Notification of appeals: Members noted that the Parish Council had not been notified of any Appeals between meetings.

12.4/05/10 Maldon District Council planning decisions: Members noted that the Parish Council had not been notified of any District Council planning decisions between meetings.

12.5/05/10 Other planning matters: Members did not have any other planning matters to discuss.

13.1/05/10 Signage, Purleigh Wash: Members noted that Essex County Council’s Highways Department had informed the Parish Council that works would begin soon to improve the appearance of Purleigh Wash. A new boundary sign incorporating the Bittern would be installed and the safety barrier at the junction of Barons Lane and Fambridge Road would be replaced, as would two other directional signs. In addition, the post and rail fence would be replaced over the brook in Blind Lane.

13.2/05/10 Other highway matters: Drainage outside The Limes, Chelmsford Road: Members noted that Essex County Council had advised that, following a site meeting, it had decided that it could implement kerbing outside The Limes to protect the verge and channel surface water towards the existing drainage. The full extent of these works was yet to be determined, but the County Council hoped to be able to update the Parish Council and Mrs. Ridgwell in the near future. Members noted that Mrs. Ridgwell had been informed.

Drainage on Mill Hill: It was noted that the County Council had checked the site and had discovered that the existing grips to two roadside ditches were no longer effective. The grips would be re-cut in the near future.

Salt Bin, Walton Hall Lane: Members noted that Iain Jones (District Highways Officer) was sorry the Parish Council’s salt bin had been stolen. If the Parish Council was willing to accept the County Council’s new sponsorship costs of £350, it could supply a salt bin, install it and ensure it was kept full of salt throughout the year. The County Council would also insure the bin and replace it if it was damaged or stolen, although bins that had ‘naturally’ reached the end of their useful life would need the sponsorship arrangements to be renewed prior to their replacement.

The Parish Council agreed to review the issue of salt bin provision in the parish nearer to the start of winter.

Verges outside Le Howe Farm: It was noted that the verges and drainage arrangements in the vicinity of Le Howe Farm would be inspected in due course to determine a suitable solution.

Vegetation outside Threeways, Birchwood Road: Members noted that the County Council would arrange for the vegetation to be cut back.

Maldon District Highways Panel: The Parish Council was asked by the Essex Association of Local Councils (EALC) to vote for whom it would like to represent the area on the Maldon District Highways Panel. Members noted that the EALC had 6 seats to allocate and had therefore divided the district into 6 areas, Purleigh being grouped with Cold Norton, Heybridge, Langford & Ulting, Mundon and Woodham Mortimer with Hazeleigh. Three nominations had been received by the EALC to represent this area: Cllr. C. Gifford (Heybridge), Cllr. J. Archer (Cold Norton) and Cllr. R. Pipe (Langford & Ulting).

Members noted that Joy Sheppard (Chief Executive Officer, EALC) was of the opinion that as there were also 6 seats allocated to the District Council, the EALC’s allocation should go to Parish Councillors who were not also District Councillors, unless circumstances dictated otherwise. This therefore rendered Cllr. Archer ineligible. Members noted that during the public session prior to the start of the meeting Cllr. Archer had informed those present that he did not wish to be considered for one of the Parish Council seats on the panel.

The Parish Council therefore agreed to vote for Cllr. R. Pipe to sit on the Maldon District Highways Panel and represent the area.

Right angled bend, The Street: The Parish Council discussed the problems encountered by some motorists turning right towards Purleigh Hall at The Bell Public House and possible solutions, such as the installation of warning signs, carriageway markings and the reduction of the speed limit. Members acknowledged that this was a difficult junction, made worse on occasion by the presence of parked vehicles opposite The Bell.

It was agreed however to leave the matter in abeyance for the time being, as the addition of extra street furniture, particularly in a conservation area, was undesirable and would not necessarily improve highway safety.

14.1/05/10 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.

Members noted that Mr. Ovel had removed the dilapidated litter bin from the vicinity of the children’s play area.

Damage to the Quip-trail: Members noted that on 20^th April 2010, it had been reported to the Parish Council that some nails had been banged in to the tops of the ‘quip-trail’ mushrooms and left to project approximately a quarter of an inch from the seats.

It was noted that the Police had been informed.

14.2/05/10 Vandalism at the pavilion: It was noted that on Monday, 26^th April 2010 three window panes had been smashed at the pavilion. At approximately 5.30 p.m. the Parish Council had received a telephone call from Essex Police informing it that one window pane had been broken. The Clerk had subsequently received a message from the Treasurer of Purleigh Croquet Club, who had returned to the pavilion to collect a folder at 5.15 p.m. and had discovered that the window pane adjacent to the kitchen hatch in the north side of the pavilion had been broken. He had reported the matter to the Police, hence the earlier telephone call. The window pane had been in tact at 4.30 p.m. when he had first left the pavilion.

A member of Purleigh Whist Drive had later informed the Parish Council that when the Whist Drive had arrived at the Pavilion at 7.00 p.m. members had found three window panes broken and glass all over the floor which they had had to tidy up before starting their game. Two further window panes had therefore been broken between just after 5.15 p.m. and 7.00 p.m. It was noted that whilst the Whist Drive were playing cards someone had thrown a rock at the side of the pavilion. Some members went outside and saw three children, two boys and a girl aged 6, running away.

Members noted that the Police had been informed about the other two broken panes (crime reference number C425A-06631-10) and PC Robert Edgar, a Chelmsford based Officer, had met with the Clerk and Chairman on Tuesday, 27^th April to discuss the matter. PC Edgar had agreed to liaise with Maldon Police Officers and PC Tony England who would continue the investigations.

It was agreed to put an article in the Parish Magazine and to put a poster in the window of Purleigh Post Office asking for information about who was responsible for the recent incidences of vandalism in the parish.

It was also agreed to invite a representative from Essex Police to attend the public session prior to the June or July Parish Council meeting to discuss the problem of vandalism in the parish.

14.3/05/10 The replacement of the damaged allotment fence: Mr. Potter reported that he and Mr. Strathern had examined the area and had concluded that as the remaining fence was in such poor condition, the Parish Council should consider allocating a sum in the precept 2011/2012 to replace it. Members noted that Mr. Strathern had removed what was left of the damaged fencing from the area.

It was agreed that in January 2011, the Parish Council would consider precepting for a replacement fence for the front of the allotment site. It was also agreed that when inviting tenants to renew their tenancy agreements in October 2010, the Clerk would advise them that the fence may be replaced in the next financial year and ask that they remove anything belonging to them from the vicinity so that a new fence could be installed.

14.4/05/10 Other playing field and open spaces matters: Exterior maintenance of the pavilion: It was noted that Gary Lynch had replaced the four windows on the north side of the pavilion and carried out additional exterior maintenance of the building. Members noted that during the public session prior to the start of the meeting Mr. Steeples (Chairman, Purleigh Playing field Association) had given the Parish Council a cheque in the sum of £950 from the PPFA towards the work.

It was agreed that the Clerk purchase four signs to install in the pavilion warning that anti-climb paint had been used on the premises.

Specimen Oak Tree in front of Oak Lodge, Lodge Lane: It was agreed to ask Maldon District Council to place an urgent Tree Preservation Order on the fine specimen Oak Tree in front of Oak Lodge Lodge Lane. Members believed that the tree was in danger of being felled as part of a subsidence claim.

Purleigh Croquet Club: It was agreed to put Purleigh Croquet Club on the Agenda of the June 2010 Parish Council meeting.

15.1/05/10 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.

15.2/05/10 Matters arising from the Risk Assessment: The Clerk did not have any matters arising from the preparation of the risk assessment to report to the Parish Council.

Asbestos Survey: In response to a question from Mr. Gower, it was established that the Parish Council did not keep an asbestos register because, as far as Members’ were aware, there was none present in the pavilion. Given the age of the building however, in the interests of public safety, it was agreed that the Clerk would investigate the cost of conducting a survey into whether or not there was any asbestos present in the fabric of the pavilion and would report her findings at the next meeting.

15.3/05/10 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 the effectiveness of their systems of internal control and internal audit at least once a year 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.

15.4/05/10 To review the Parish Council’s internal audit procedure: The Parish Council agreed not to make any amendments to its 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.

15.5/05/10 To receive a report from the internal auditor: Members noted and approved the contents of Mr. Strathern’s report to the Parish Council, which had been written in his capacity as the Council’s internal auditor for 2009/2010.

15.6/05/10 To note the powers under which income and expenditure 2009/2010 was received and spent: Members noted the legislative powers under which income and expenditure 2009/2010 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.

15.7/05/10 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.

15.8/05/10 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 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 2010.

Members were satisfied with the robustness of Allianz Plc and Aon Ltd, who specialised in local government insurance, and agreed to renew both policies.

15.9/05/10 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 £257,828.87 at close of business on 31^st March 2010 compared with £233,220.05 at the close of business the previous year.

15.10/05/10 To review the Parish Council’s Financial Regulations: It was agreed not to amend the Parish Council’s Financial Regulations.

15.11/05/10 To review the duties of the Responsible Financial Officer: It was agreed not to amend the duties of the Responsible Financial Officer.

15.12/05/10 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.

15.13/05/10 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.

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.

Members noted that the ethnic monitoring data for the year ending 31^st March 2010 had been published during the Annual Parish Meeting held on 22^nd April 2010.

15.14/05/10 To review the Parish Council’s compliance with the Freedom of Information Act 2000: Members noted that Parish Council was fully compliant with the Freedom of Information Act and had renewed its registration as a Data Controller. The Parish Council had also complied with the requirement to register each year as a local authority and had adopted and published the new model publication scheme.

15.15/05/10 To review the Parish Council’s Document Retention Policy: It was agreed not to make any amendments to the Parish Council’s Document Retention Policy.

15.16/05/10 To Review the Parish Council’s Publication Scheme The Parish Council agreed not to make any changes to its publication scheme.

15.17/05/10 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.

15.18/05/10 To review the Parish Council’s Community Engagement Strategy: It was agreed not to make any amendments to the Parish Council’s Community Engagement Strategy.

15.19/05/10 To review the Parish Council’s Training Needs Strategy: It was agreed not to make any amendments to the Parish Council’ s Training Needs Strategy.

Members noted that during the year individual Councillors had attended training on ‘Shaping the Future of the Maldon District’ which had been provided by the Maldon District Local Strategic Partnership, a Parish Plans event arranged by Maldon District Council and the Maldon District Local Strategic Partnership and training on the Councillors’ Code of Conduct provided by Maldon District Council. They had also attended meetings and seminars on topics of interest to them e.g. emergency planning, highways and neighbourhood policing.

The Clerk had attended training on the new ‘alcoholwatch’ scheme, the Maldon District Council Park Ranger Service, Diversity Monitoring and the Local Development Framework, as well as attending several SLCC branch meetings. It was noted that the Clerk was also participating in an on-going programme of continuous professional development provided by the Institute of Local Council Management (ILCM) and had attended three meetings of the Maldon District Parish Clerk’s forum, which had covered topics such as Parish Council procedures, land registration and the development of a Parish Clerk’s toolkit.

During the year the Clerk had also passed section 7 of CiLCA 2008 on the power of well being and was now qualified should the Parish Council become eligible to use that power pursuant to section 77 of The Local Government and Public Involvement in Health Act 2007.

The Clerk had also been appointed to the judging panel of Essex County Council’s Community Initiatives Fund.

Mr. Oliver reported that several people had noted what may, or may not, be a trend in the instances of early onset dementia or Alzheimer’s Disease and Parkinson’s Disease in Purleigh, and had questioned whether any external agent could be responsible for the perceived cluster. Members were unable to draw any conclusions in the absence of data, but felt that the age profile of the parish was the most likely explanation combined with the fact that in a village environment such as Purleigh, people were more likely to become aware of their neighbours’ health issues.

It was agreed that the Health Authority would be the best organisation to investigate the matter.

17.1/05/10 To approve and sign the Parish Council’s Accounts for the period 1^st April 2009 to 31^st March 2010: The Parish Council unanimously approved the:

The Chairman of the meeting and the Responsible Financial Officer signed three copies of the Balance Sheet, which showed the Parish Council to have NET ASSETS in the sum of £17,658.33 at 31^st March 2010 (compared with £16,259.64 in the preceding financial year).

17.2/05/10 To approve the Statement of Accounts (section 1 of the Annual Return) for the year ended 31^st March 2010: The Parish Council approved the Statement of Accounts for the year ended 31^st March 2010 (section 1 of the Annual Return) dated 14^th May 2010 and the Responsible Financial Officer’s explanation of the reasons for any significant variances (+/- 15% and over £150) from the last financial year to this. It was noted that the Parish Council’s bank reconciliation as at the close of business on 31^st March 2010 had been approved at the April 2010 Parish Council meeting.

Members noted that the Statement of Accounts had been based on the Parish Council’s Accounts 2009/2010, which had been prepared on an income and expenditure basis.

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

17.3/05/10 To Complete the Annual Governance Statement (section 2 of the Annual Return): The Parish Council completed the Annual Governance Statement, which was then signed by the Chairman of the meeting and the Clerk.

It was noted 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, which had been conducted as part of the annual risk assessment (Minute 15.1/05.10 – 15.19/05/10).

17.4/05/10 Annual Internal Audit Report (section 4 of the Annual Return): Members noted that Mr. Stichbury would complete this section of the Annual Return on either 21^st May or 28^th May 2010.

17.5/05/10 To receive a report of receipts: Members received a report of the following receipts:

17.6/05/10 To approve payment of accounts between meetings: Members noted and approved that the following account 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 Magnox South Ltd had held a meeting on Wednesday, 12^th May 2010 at the Jacks Centre, Latchingdon to discuss the decommissioning process.

Essex Legacy from the 2012 Games

It was noted that grants of up to £500 were being made available for community groups or organisations based in rural Essex to hold a sporting event this summer to mark the two year countdown to the 2012 Olympic and Paralympic Games. ‘Essex Legacy from the 2012 Games’, which was being led by Essex County Council was making grants available for rural community groups to organise events during this year’s Open Weekend on 23^rd – 25^th July. The closing date for applications was 28^th May 2010 and application forms were available from www.essexlegacy.org/openweekend or by calling the Legacy and StrategicSport team on 01245 431493.

Members did not have any points of information to share.

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 8.42 p.m.

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