MINUTES OF A MEETING OF PURLEIGH PARISH COUNCIL,

HELD IN THE WELLS PAVILION, HOWE GREEN ROAD

ON FRIDAY, 12th OCTOBER 2018 AT 7.00 P.M.

 

Members present: Mr. N. Arthur (Chairman), Mr. B. Oliver, Mr. S. Potter and Mr. G. Strathern.

 

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

 

Christina Chan, Leah Jewiss and Rachel Moore from the Purleigh Community Fund were present from 6.15 p.m. to 6.45 p.m. to explain their proposals for the future development of the children’s play area to Parish Councillors and present their draft application to Essex County Council’s Community Initiatives Fund for funding towards the refurbishment.

 

An open session was held between 6.45 p.m. and 7.00 p.m. for members of the public to discuss local issues with Parish Councillors prior to the meeting. In addition to the three aforementioned members of the Purleigh Community Fund, the session was attended by two members of the public who explained a forthcoming planning application relating to the Gospel Hall in Marlpits Road to Members.

 

Mrs. Penny Channer (County Council Ward Member), Christina Chan and Mr. Bernard Steeples (Chairman, Purleigh Playing Field Association) attended part of the meeting.

 

1/10/18 APOLOGIES FOR ABSENCE

 

Apologies were received from Mr. C. Ash, Mr. S. Bardwell and Mr. G. Rayner who were unable to attend the meeting due to prior personal commitments. Apologies were also received from Mr. John Archer and Miss Sue White (District Council Ward Members) who were unable to attend due to prior personal and civic engagements.

 

2/10/18 DECLARATIONS OF INTEREST AND APPLICATIONS FOR DISPENSATIONS (Localism Act 2011)

 

There were no new declarations of interest made, nor were there any applications for dispensations from the provisions of the Localism Act 2011.

 

3/10/18 THE MINUTES OF THE MEETING OF PURLEIGH PARISH COUNCIL HELD ON 14TH SEPTEMBER 2018 having been circulated to all Members, were approved, and signed by the Chairman.

 

4/10/18 TO DISCUSS ANY MATTERS OF INFORMATION ARISING FROM THOSE MINUTES:

 

4.1/10/18 Clerk: The Clerk did not have any matters of information arising from the September 2018 meeting to report to the Parish Council.

 

4.2/10/18 Members’: Members did not have any matters of information arising from the September 2018 meeting to discuss.

 

At this juncture, with the agreement of all present, Cllr. Channer updated Members on the recent work and future plans of Essex County Council, focussing primarily on highway matters, particularly a new initiative which involved all County Councillors and allowed them to fast track the repair of potholes within their Divisions. She also highlighted efforts by Essex Trading Standards to combat rogue traders in the run up to Christmas and explained a newly launched press reader which was an online service available to all Essex Libraries customers. Press reader provided free access to a wide range of newspapers and magazines from the UK and around the world including most of the UK daily tabloids and broadsheets as well as local publications such as 'Essex Life'. In response to a question from a Member, Cllr. Channer also discussed the closure of the flyover at the Army & Navy roundabout in Chelmsford for health and safety reasons.

 

Members noted that Essex County Council had also supported the Government’s preferred option for the new Thames crossing.

 

Mr. Steeples (Chairman, Purleigh Playing Field Association) then explained his interest in the future of Purleigh Shop to Members, expressed his dissatisfaction with the signage surrounding the recent road closures in the parish and discussed the future of the pond on land belonging to the Diocese of Chelmsford at the bottom of Church Hill.

 

Given that Christina Chan and Bernard Steeples, who were both present, had an interest in items lower down the Agenda, it was unanimously agreed to change the order of business and to discuss Agenda item 7/10/18 Playing Field and Open Spaces followed by Agenda item 9/10/18 To consider the future of Purleigh Shop at this point in the meeting.

 

5/10/18 PLANNING MATTERS

 

5.1/10/18 Decisions taken between meetings: Members noted that the Parish Council had not made any recommendations to Maldon District Council between meetings.

 

5.2/10/18 Current Applications: FUL/MAL/18/01118 Proposed new two storey, three bedroom dwelling. Land between Grenfell and Inglenook, Birchwood Road, Purleigh.

 

The Parish Council RECOMMENDED REFUSAL on the following grounds:

 

  1. The proposed development lay outside current defined settlement boundaries and, if allowed, would create an additional separate, independent unit of residential accommodation in a rural area where policies of planning restraint applied, contrary to Policies S1 and S2 of the Local Development Plan 2014 - 2029.

  2. The development of the site for housing remote from community services and essential support facilities and inaccessible by a range of public transport options would represent an unsustainable form of development, and as such was contrary to the National Planning Policy Framework’s ‘presumption in favour of sustainable development’. In addition, the poor sustainability credentials of the site and its locality would significantly and demonstrably outweigh the benefits of the proposal when assessed against Policies S1 and S8 of the Maldon District Local Development Plan.

  3. The proposal represented substantial overdevelopment of the site and as a result would appear visually intrusive within the rural street scene. The development, as a result of the scale, bulk and footprint of the proposed dwelling would represent an intrusive and obtrusive development that would adversely affect the character and appearance of the rural area and surrounding open countryside. It was out of character and overly dominant, and as such was contrary to Policies S1, S8 and D1 of the Local Development Plan and guidance contained within the National Planning Policy Framework.

  4. The development was also unsustainable given that Cock Clarks had no mains drainage and lacked the infrastructure necessary to support the development.

 

HOUSE/MAL/18/01159 & LBC/MAL/18/01160 Single storey timber orangery. Burnt House, Lodge Lane, Purleigh.

 

The Parish Council RECOMMENDED APPROVAL.

 

LDE/MAL/18/01158 Claim for a lawful development certificate for the existing use of a mobile home to a permanent bungalow. New Redgates Farm, Fambridge Road, Purleigh.

 

The Parish Council understood that as New Redgates Farm was a permanent traveller site, conversion from a mobile home to a permanent dwelling was restricted under the provisions of the Town and Country Planning Act. The application was therefore invalid and if permitted, by removing an established traveller site from the District, would be contrary to Policy H6 of the Maldon District Local Plan which sought to protect lawful sites.

 

FUL/MAL/18/01201 Proposed single storey office extension and attached storage building with associated hardstanding and vehicle parking. The Barn, Fambridge Road, Mundon.

 

The Parish Council RECOMMENDED APPROVAL.

 

FUL/MAL/18/01169 Proposed replacement swimming pool building. Purleigh Community Primary School, Pump Lane.

 

The Parish Council RECOMMENDED APPROVAL.

 

FUL/MAL/18/01153 Variation of conditions 3 & 5 on approved planning permission FUL/MAL/08/01319 (continued use of land for the permanent stationing of a mobile home as a single residential property, retention of hardstanding, decking and 300mm high brick wall). New Redgates Farm, Fambridge Road, Purleigh.

 

The Parish Council RECOMMENDED APPROVAL.

 

HOUSE/MAL/18/00981 Two storey side extension and single storey side and rear extension. Inconel, Cold Norton Road, Purleigh.

 

The Parish Council RECOMMENDED APPROVAL.

 

5.3/10/18 Notification of appeals:

 

Town and Country Planning Act 1990 (appeal under s78)

Site address: Brook House, Spar Lane, Purleigh

Application reference No: FUL/MAL/17/01259

Appeal reference No: APP/X1545/W/18/3201224

Description of development: Two replacement dwellings.

 

Town and Country Planning Act 1990 (appeal under s78)

Site address: Land adjacent Sunnycot, Chelmsford Road, Purleigh

Application reference No: FUL/MAL/17/01160

Appeal reference No: APP/X1545/W/18/3203376

Description of development: Erection of detached two bedroom chalet bungalow with associated cart lodge, access and amenity.

 

Members noted that Appeals had been made to the Secretary of State against the District Council’s decision to refuse to grant planning permission for the above development.

 

5.4/10/18 Maldon District Council planning decisions: Members noted that Maldon District Council had APPROVED the following planning applications:

 

  • FUL/MAL/18/00873 Permission to install a ground mounted solar PV installation. Land south east of Old Whitmans Farm, Hackmans Lane

  • HOUSE/MAL/18/00900 Replacement garage (retrospective). 7 Thatchers Croft

 

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

 

  • FUL/MAL/18/00805 Two replacement dwellings. Brook House, Spar Lane, Purleigh

 

5.5/10/18 Other planning matters: North Western Area Planning Committee: Members noted that the Parish Council had been given the opportunity to speak at the North Western Area Planning Committee meeting held on Monday, 1st October 2018 at Maldon District Council, about the following planning application:

  • FUL/MAL/18/00805 Two replacement dwellings. Brook House, Spar Lane.

In accordance with the Policy agreed at the May 2018 Parish Council meeting (Min ref: 07/05/18) it had been agreed not to make any representation at the Committee meeting.

Eastcroft Cottage, Fambridge Road:

Case number: 18/00280/OPDEV

Nature of Breach: Creation of an entrance which may not be within the provision of permitted development.

Location: Eastcroft Cottage, Fambridge Road, Mundon.

 

The Parish Council noted that an investigation by the Corporate Fraud and Enforcement Team at Maldon District Council had commenced. On conclusion of the District Council’s investigation, the Parish Council would be informed in writing of the outcome.

 

6/10/18 HIGHWAY MATTERS

6.1/10/18 Local pothole initiative: Members noted that Essex County Council was using the previously announced additional £2.4m investment in repairs to empower County Council Ward Members, working with their Districts and Parishes, to list their ‘20 worst carriageway potholes’ in their area (10 as soon as possible, and 10 more in the Spring) to get them repaired using a ‘once and done’ approach.

Cllr. Channer had therefore asked if the Parish Council had any nominations to be included in her top twenty.

The Chairman kindly agreed to inspect pot holes in Walton Hall Lane (on the bend in front of Walton Hall) and in Maldon Road (in the vicinity of Daneleigh) to establish if they should be forwarded to Cllr. Channer for inclusion in her list. Members noted that the previously reported defects in the carriageway in Fambridge Road were being dealt with separately (see below).

6.2/10/18 Other highway matters: Temporary closure of Fambridge Road: Members noted that Fambridge Road would be closed for a period of 5 days from 22nd October 2018 for carriageway patching.

 

7/10/18 PLAYING FIELD AND OPEN SPACES

7.1/10/18 Children’s play Area: Monthly report: Members noted that although Mr. Ash was absent he had informed the Clerk that he had carried out 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 the newly installed picnic benches had been vandalised with some very inappropriate graffiti. Both the Parish Council and the Purleigh Community Fund had reported the damage to the Police (Crime reference number 42/141419/18.)

 

7.2/10/18 To consider the insurance implications of proposals from the Purleigh Community Fund to landscape the area around the grass cuttings heap and refurbish the Children’s Play area and to consider any draft grant applications available: Members were reminded that at the September Parish Council meeting the Purleigh Community Fund’s outline proposals to install log stepping stones, utilising volunteer labour and reclaimed materials at minimal cost, to landscape the area in the vicinity of the former grass cuttings heap had been noted (Minute number 7.2/09/18). Members had supported this proposal in principle, provided maximum access to the ditch was retained and no trees were planted in the vicinity. Before the Parish Council gave the group permission to proceed however, Members had requested a more detailed design proposal which showed the extent of the area to be landscaped and the measures that would be taken to ensure compliance with current health and safety legislation, for example the action that would be taken to ensure any stepping stones or similar exposed play surfaces which were installed were non-slip.

 

It was noted that between meetings further details of the Purleigh Community Fund’s proposals had been circulated to Members.

 

In brief the group hoped to run a community event (provisionally time-tabled for the 14th October) to clear and level the area where possible, put down weed membrane, chipped wood and add logs and tree stump stepping stones.

 

All of the above materials had been sourced free of charge from local businesses and the group hoped to get the whole community involved, including local children and teenagers, to promote a sense of ownership and community spirit in the playground with the hope that this would reduce future vandalism.

 

The design the Purleigh Community Fund had in mind was to install simple logs and low stumps placed on the ground with a few sticks for den building and a couple of logs shaped for seating. They referred the Parish Council to guidelines issued by Play England regarding the maintenance of wooden equipment which essentially for logs and stumps, was a weekly inspection to check for rot and algae. To overcome safety fears the group suggested putting up a very clear sign stating that play should be supervised and that children played in the area at their own risk and that neither the Council nor residents of Purleigh could be held responsible for any accidents.

 

Between meetings details of the group’s proposals had been forwarded to the Parish Council’s insurers for their advice on safety, maintenance, signage and any other issues the Parish Council needed to take into account before granting permission. The Parish Council had explained to the group that until this advice had been received and the Parish Council as a whole had considered the matter at a meeting, the only consent Members could give before the 12th October was to the area being cleared.

 

Members noted that Came & Company, the Parish Council’s insurers, had advised that if the Council wished to accept responsibility for the maintenance of the new play area equipment proposed by the Purleigh Community Fund (including the creation of a natural play area), Public Liability Insurance would be provided automatically for the Council’s responsibilities towards owning or maintaining them.  It strongly recommended however that if the Parish Council decided to proceed, it obtained a post-installation inspection report from the Play Inspection Company. This was particularly important for the stepping stones and logs.

 

It was agreed that provided access to the ditch was retained, no trees were planted in the vicinity and no sticks for den building were incorporated into the design because of the risk of fire and inconvenience to the grass cutting contractor, the group could proceed with their plans to create a natural play area. The Parish Council asked however that, as requested by its insurers, the Play Inspection Company be asked to carry out a post installation inspection of the new facility.

 

Members also noted that using the results of a consultation with Purleigh schoolchildren, once the Parish Council had given its approval, the group intended to submit an application for funding to Essex County Council’s Community Initiatives Fund (CIF).

 

Between meetings the Purleigh Community Fund had provided the Parish Council with detailed proposals with approximate costs for each piece of equipment to assist in obtaining an insurance quotation. The group understood the Parish Council’s concerns regarding the potential maintenance, insurance costs and risk assessments for some of the equipment but asked Members to be assured that all of the equipment chosen would be fully inspected and signed off by RoSPA and was also in common use in many council parks across Essex.

 

Many Councils were moving towards installing “riskier” play equipment to enhance development in children and this was backed by guidelines issued by Play England, a Government backed initiative to promote play and development in children.  The group believed the equipment it had chosen (aerial zip slide, in ground trampoline, mound tunnel, townhill multi-play unit, nest swing and double bay swing) built in appropriate risk to aid child development and that it also met the needs and ages of the children it was intended for. 

 

With reference to equipment maintenance and costs, the group believed that as the 6 pieces of equipment it had opted for would replace 11 pieces of existing equipment and would be new and meet the latest modern quality standards, maintenance would be reduced.

 

Members noted that the Parish Council had written to its insurers, to find out if they would be willing to insure these pieces of equipment if the project went ahead, what the cost implications would be, what, if any, extra maintenance,  inspections or security arrangements would be required and if there were any other points the Parish Council should be aware of before deciding whether to give its permission for the Purleigh Community Fund to proceed to apply for grants etc. on the basis of its proposals.

 

Should the Council wish to accept responsibility for the maintenance of the play area equipment, Came & Company had subsequently confirmed that Public Liability Insurance would be provided automatically for the Council’s responsibilities towards owning and maintaining it.  

 

If loss or damage cover for the equipment was also required, they had advised that the indicative annual additional premium required for phase 2 (natural play), based on a replacement value of £1,000.00, would be £3.77, including Insurance Premium Tax (IPT).

  

The indicative annual additional premium required to cover the equipment installed during phase 3 (top picks and toddler) of the proposal in 2019 against loss or damage, based on a replacement value of £42,000.00, would be £158.51, including IPT.

 

Finally, the indicative annual additional premium due to cover the equipment due to be installed in phase 4 (junior climber with integrated tree house) of the proposal in 2020 against loss or damage, based on a replacement value of £20,000.00, would be £75.49, including IPT.

 

The quotations provided however were indicative only as the insurer’s rating structure may be subject to change over the forthcoming years.

 

Members noted that it was an Inspire policy requirement that any play equipment was checked at least monthly (preferably weekly) by someone appointed by the Council. These were only intended to be brief, visual checks to spot obvious signs of breakages or vandalism to the equipment, to remove litter and glass etc. and to ensure surfaces and signs remained in good order as per the RoSPA routine inspection of play areas checklist. No specialist training was required for these, but the checks should be recorded in writing and reported to full council on a monthly basis, as this may assist the insurers in defending a claim should an incident arise.

 

A professional annual inspection should be undertaken by an independent, specialist play area consultant who should possess the appropriate accreditation issued by the Register of Play Inspectors International. The insurers recommended The Play Inspection Company (the Parish Council’s current inspectors via Maldon District Council.)

 

The Parish Council resolved to submit the grant application to CIF for £20,000 towards the refurbishment of the Children’s Play Area prepared by the Purleigh Community Fund, and to include the sum of £1,080.00 contribution from the Parish Council in Box 20 and confirm that as per the Parish Council’s Balance Sheet its reserves not earmarked for any other purpose brought forward at 1st April 2018 amounted to £15,382.84.

 

7.3/10/18 To receive an update on the annual inspection and risk assessment of the closed churchyard at All Saints Church, including memorial inspections: Members noted that on 15th September 2018 Mr. Bardwell and the Chairman had repaired all three memorials which had been identified as requiring attention during the annual risk assessment. The Chairman and Mr. Bardwell were thanked very much for attending to this matter.

 

7.4/10/18 Other playing field and open space matters: To consider a request to hire the football pitch: Members noted that the Parish Council had been approached by a prospective Sunday league football team who were looking for a venue which had changing room facilities to play their home games. They hoped to start in August 2019 for the 2019/2020 season.

 

It was agreed to advise the team that in principle the facilities would be available for hire, that the Parish Council would need a confirmed booking once the dates of their fixtures were known, that the current fees for hiring the facilities were £640 per season payable in two instalments, one in advance at the start of the season and in February of the year of account.

 

Cherry tree behind the Pavilion: At the request of a resident of the Glebe, it was agreed to ask A.G. Macmorland to prune the Cherry tree behind the pavilion which was blocking the light from their garden. It was agreed that the Chairman and resident concerned would supervise the pruning to ensure the desired effect was achieved without mutilating the tree.

 

8/10/18 TO AWARD THE GRASS CUTTING CONTRACT FOR THE 2019 SEASON

 

The following tender for the grass cutting and hedge-trimming contract in Purleigh for the 2019 season was opened by the Chairman, and its contents considered by the Parish Council:

  

A.G. Macmorland Farming Partnership      £4,944.00

 

 Members noted that on this occasion Maldon District Council and P.G. Groundcare had been unable to provide quotations for Members’ consideration.

 

It was unanimously agreed, that A.G. Macmorland Farming Partnership be awarded the grass cutting contract for the 2019 season.

 

Members also discussed the merits of offering longer term contracts which were linked to the Retail Price Index in the future.

 

9/10/18 TO CONSIDER THE FUTURE OF PURLEIGH SHOP

Members noted that the questionnaires had been delivered and of those returned to date the response had been overwhelmingly positive.

Rachel Moore had very kindly put the questionnaire on Survey Monkey with the following link:

https://www.surveymonkey.co.uk/r/purleighcommunityshop

and Christina Chan had offered to help present the results once they had been collated. Leah Jewiss and other members of the Purleigh Community Fund had also agreed to raise awareness on their various social media platforms. The questionnaire had been included in the Parish Magazine and Jill Challis had publicised it via her columns in the Maldon and Burnham Standard and the Essex Chronicle.

At the time of the meeting 45 paper copies of the questionnaire had been returned to the Parish Council. The highest number of respondents would use a shop 2 to 3 times a week. The most popular choices of product to be stocked were local produce (35), newspapers and magazines (30) and greetings cards and wrapping paper (30). Other suggested products included flowers and plants, pharmaceuticals, DIY supplies and local eggs. The most popular services requested were a post office (44), tickets for local events etc. (29), an advertisement board (20), and lotto (17). Other services asked for included dry cleaning, receipt of deliveries, over the counter stamps, cash back or ATM and a tea shop/café. The most popular time of day to shop was between 8.00 a.m. and noon (38) and very few people shopped further than 5 miles away for their main shop or top up. 8 people shopped on line. 36 respondents so far felt that having a shop in Purleigh was very important (5 on a scale of 1 to 5).

Of the questionnaires returned to date, households were made up as follows: 34 people were aged 65 or over, 32 were aged between 46 and 65, 9 were aged between 26 and 45, 11 were aged between 17 and 25 and 6 were under sixteen.

There had been 6 offers to help with fundraising, 9 to help run the shop and volunteer, 8 people had offered to make a donation, 14 to buy a share, 3 people had offered to join the steering group and respondents had offered the following professional skills and expertise: In setting up a company, health and safety advice (2), the re-establishment of the Post Office, business acumen (2), hygiene and catering and help with communications and advertising.

It was agreed to try to arrange a public meeting to present the results of the questionnaire at the end of November and to ask a representative of The Plunkett Foundation to attend. It was hoped that at the meeting a management committee would be appointed to take the project forward and establish a community shop in Purleigh. The Parish Council agreed that it was vital to try to ensure that everyone who had expressed their interest in helping was invited and could attend the meeting.

 

10/10/18 World War One commemorations

 

10.1/10/18 Purleigh’s Silhouette: Members noted that Colin Ash had very kindly coordinated the personalisation of Purleigh’s silhouette and its display in the parish. The soldier was currently on display on the finger post near the village sign and the Parish Council had also been asked if he could go to Cock Clarks. Members asked that their thanks to Mr. Ash be recorded for his great help in bringing the solitary soldier to Purleigh and personalising it in such an appropriate way.

It was agreed that after Cock Clarks, the silhouette should be displayed in the Church to coincide with the flower festival and then be stationed near the war memorial, possibly attached to the roadside fence, for the Remembrance Sunday service.

 

Members noted that following representations from a number of parishes, Maldon District Council had taken the decision to leave the solitary soldiers in situ rather than gathering them in for the commemoration event at the Promenade Park. The District Council would be commissioning extra soldiers for ‘The Battle’s Over’ event instead and therefore Purleigh’s soldier was the Parish Councils to keep. The District Council would not be able to replace any damaged soldiers.

 

It was agreed that after November 2018 the soldier should be kept safely throughout the year and then brought out each year in the lead up to Remembrance Sunday when he should be displayed near the War Memorial. The Chairman and Mr. Potter agreed to investigate the area to see how best this could be achieved.

 

10.2/10/18 Booklets: Purleigh’s War Memorial and the Men it Commemorates 1914 -1918: Mr. Potter distributed copies of the booklet he had written entitled ‘Purleigh’s War Memorial and the Men it Commemorates 1914-1918’ which had been published by the Parish Council and jointly funded by the author. Mr. Potter was warmly congratulated for producing such an interesting and rigorous piece of research which Members felt would be greatly appreciated by parishioners and was a fitting commemoration of 100 years since the end of the First World War.

 

It was agreed to distribute copies of the booklet with the Parish Magazine and publicise their availability to parishioners free of charge on application to the Clerk via the Parish Magazine, the website and Mrs. Challis’s columns in the Maldon and Burnham Standard and Essex Chronicle. Further copies would be left in the Church to coincide with the Flower Festival, copies would be included in future Welcome to Purleigh packs and additional copies would be left in the Church for people living outside the parish to take in return for a small donation to the Friends of Purleigh Church.

 

11/10/18 FINANCIAL MATTERS

 

11.1/10/18 Internal audit of accounts for the period 1st April 2018 to 30th September 2018: Members noted that John Smith-Daye (Lambert Chapman LLP) would carry out a half yearly independent audit of the Parish Council’s accounts for the period 1st April 2018 to 30th September 2018 on 17th October 2018 at 12.30 p.m.

 

11.2/10/18 To receive a Statement of Accounts for the period 1st April 2018 to 30th September 2018: It was unanimously agreed to approve the Statement of Accounts for the period 1st April 2018 to 30th September 2018 as follows:

 

Statement of Accounts:

 

Receipts: 

£73,337.52 Barclays Bank Plc:  

Expenditure

£22,781.98 Current account £1,275.62
   

Business Premium Account

£33,170.29
   

Historic Buildings Fund

£8,783.36
   

Miss Pawsey’s Legacy

£7,276.27

 

________ Petty Cash £50.00

 

£50,555.54   £50,555.54

 

 

Bank statements detailing the transactions to date in all four of the Parish Council’s bank accounts for the period 1st April 2018 to 30th September 2018 were available at the meeting for Members’ inspection, as part of the internal audit process.

 

11.3/10/18 To carry out a financial review 2018/2019 and consider forward estimates 2019/2020: Members considered a detailed breakdown of income and expenditure for the period 1st April 2018 to 30th September 2018; estimated income and expenditure for the financial year 2018/2019 and a breakdown of anticipated income and expenditure 2019/2020.



Members noted that this review formed part of the Parish Council’s internal audit procedure as required by the Accounts and Audit (England) Regulations 2011.



Members noted that general maintenance on the pavilion up to 30th September 2018 comprises key fobs and engraving (£160.00), shower room repairs (£350) the electrical inspection (£123.50) and an LED tube (£26.87) making a total of £660.37.



11.4/10/18 To receive a report of receipts: Members received a report of the following receipts:

  

Whist Drive Pavilion hire 

July to September inclusive £169.00
     

K. Alexander 

Pavilion hire £20.00
     

S. Tokeley

Pavilion hire £15.00
     

UK Power Networks

Wayleaves £27.61
     

Allotment tenants

6 plot rentals @ £25 per plot per annum £150.00

 

  £381.61

 

 

11.5/10/18 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 Regulation 5.5.

 

 

Chelmsford Diocese

Licence fee (Standing Order)   £20.00

   Glebe Management

     
       

British Telecom’ PLC

Telephone account (Direct Debit) £228.65  

 

VAT £45.73  

 

    £274.38

 

    £294.38

 

 

11.6/10/18 To approve payment of accounts to hand and transfers between bank accounts: It was unanimously agreed to approve payment of the following accounts to hand:

  

Mrs. Jane Potter

Salary – September 2018 £1,269.00  
  Less tax £41.40  
 

National Insurance

£68.04  
 

And Pension Contributions

£73.60  
      £1,085.96
       

H.M. Revenue & Customs

Tax £41.40  
 

National Insurance (employees)

£68.04  
 

National insurance (employers)

£78.25  
      £187.69

Essex Pensions Fund

Employee contributions    
 

(5.8% pensionable pay)

£73.60  
 

Employer contributions

   
 

(19.2% pensionable pay)

£243.65  
 

Administration charge

   
  (8% employee contributions) £5.89 £323.14
       

Mrs. R. Dilworth

Pavilion cleaning – September    
  20 hours @ £8.00 per hour   £160.00
       
       

RBS Invoice Finance Ltd*

Photocopying £10.85  

 

VAT £2.17  
      £13.02
       

RBS Invoice Finance Ltd

Photocopying £15.75  
  VAT  £3.15  
      £18.90

S.P. Bardwell Ltd

New lock and keys for the    
     Pavilion £483.90  
  VAT £96.78  
      £580.68
       

AG Macmorland

Grass cutting – September 2018 £315.00  

   Farming Partnership

VAT £63.00  
      £378.00
       

Mrs. J. Potter

Petty cash reimbursement:    
 

Postage

£10.84  
 

Light bulbs

6.15  
 

VAT

1.23  
      £18.22
       

E.ON

Electricity re: Pavilion £122.19  
  VAT £6.11  
      £128.30
      £2,893.91

 

 

*Members noted that this was a replacement for cheque number 103938 signed at the September meeting which had been disposed of by the payee in error.

 

Transfers: Members noted and approved the following bank transfer:

 

  1. On 10th September 2018 the sum of £2,608.38 had been transferred from the Business Premium Account (80731099) to the Community Current Account (40731080) to cover payment of the above accounts, and leave approximately £1,500 in the current account.

 

Bank reconciliation as at 30th September 2018: : A bank reconciliation for the period 1st April 2018 to 30th September 2018 was carried out by Mr. Strathern and approved by the Parish Council (see Minute 11.2/10/18 above).

 

12/10/18 CORRESPONDENCE

 

Maldon District Council

Livewell Strategy Consultation: Members noted that Maldon District Council was seeking the Parish Council’s views on the priorities in its draft live well strategy which will give direction to the health, wellbeing and ‘strengthening communities’ activities in the District over the next three years.

 

Dengie Hundred Group of Parish Councils

Annual Quiz: Members noted that the annual quiz has been confirmed and would take place on 21st November at 7.30 p.m. for 8.00 p.m. in the Southminster Bowls Club at a cost of £6.00 per person.

 

Woodham Walter Parish Council

The proposal from Maldon District Council’s Finance Committee to withdraw broadband funding across the District: Members noted that Woodham Walter Parish Council had asked the other parishes in the District to note the contents of its letter to Maldon District Council, urging it not to ratify the decision of its finance committee to renege on its agreement with Essex County Council to provide funding for superfast broadband in the District.

 

Superfast Essex broadband had confirmed that if the decision in November was to withdraw funding from the programme it would mean some of the work currently planned in Maldon District would need to be removed from the rollout, including the work planned in Woodham Walter. At the moment the situation was still undetermined however pending a decision by Maldon District Council. 

 

It was agreed to write to Maldon District Council in support of Woodham Walter Parish Council drawing attention to the irony that at a time when the District Council expected Parish Councils in rural areas to access planning applications on line, it was withdrawing funding that could improve their experience and alleviate some of the real difficulties Parish Councils were experiencing as a result of the withdrawal of paper plans. It somehow made the promise made by the District Council’s Planning Department in July 2018 that as part of the Council’s transformation project, IT was high on the agenda for an upgrade which should benefit the end-user, seem somewhat insincere.

 

Essex Police

Rural crime day:Members noted details of the forthcoming Rural Crime Advice Day, which aimed to provide members of the farming, business and rural community with information regarding crime prevention measures in respect to security and personal safety.

 

The event would take place on Wednesday, 14th November 2018 from 10.00 a.m. until 3.00 p.m. at Slamseys Farm, Blackley Lane, Great Notley, Braintree, CM77 7QW.

 

This would be the fifth Rural Day of advice and awareness hosted by Essex Police and would cover the security of machinery, tractors, plant, metals, diesel, quad bikes, tools, vehicles, caravans, trailers, equine/tack, dwellings, barns, stables, and outbuildings.

 

The opinion was expressed that Police resources would be better spent in detecting crime and on a visible presence in rural areas.

 

13/10/18 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 8.45 p.m.