Minutes September 2011

GREAT BARDFIELD PARISH COUNCIL

MINUTES OF THE MEETING HELD

14 SEPTEMBER 2011

Present: Cllrs Dyson (Chairman), Ruffle (Vice Chair), Hayward, Hockley, Holmes, Walsh, Slemmings

In Attendance: - Jan Cole, Community Engagement Officer, RCCE

PUBLIC FORUM

There were no members of the Public Forum; Jan Cole had been invited to discuss Agenda item 5.

1. DECLARATIONS OF INTEREST

There were no declarations.

2. APOLOGIES

There were no apologies for absence.

3. MINUTES OF THE MEETING HELD ON 13 JULY 2011

The Minutes were amended to show that Cllr Slemmings was in fact present, following which they were approved and signed, as a true record of the meeting.

4. CLERK’S REPORT

(i) Highway Rangers

Further to the July meeting, a request had been made for refurbishment of the posts and rails along Causeway Green – MDLandscapes could be asked to strim around the posts to facilitate access. In addition they have been asked if they can help with the problem of weeds and grass growing out of the kerbsides throughout the village. The Clerk will ask the Village Handyman if he can look at specific areas, such as the Fountain, Friends’ Meeting House and the Bridge,

(ii) Dog Mess

The problem of the dumping of bags of faeces outside Rose Cottage continues and a suggestion was made that as the property is rented, we approach the agent (Gray & Co) requesting that the area be cleared; the Clerk will deal with this.

(iii) Telephone Box

BT have confirmed that the door is on order – this is a listed box and the doors are not stock items.

5. PARISH PLAN REFRESH

Jan Cole, from the RCCE, had kindly attended the meeting to advise on the process of refreshing the Parish Plan. Jan explained the up to date position on the use of PPs and that they can exceed four years, involving longer term projects, focusing on such things as energy conservation and use of land. The process for the ‘refresh’ would be similar to that of creating the original but the survey stage would be more factual and evidence based information was required.

The options are a household questionnaire – which is still one of the most efficient methods of information gathering for a community the size of Bardfield. Responses are generally high and produce good quantitative information.

An initial Workshop would be organised during which attendees would be invited to take on roles to help progress the PPR, including the formation of a Steering Group to take it through to conclusion. It is recommended that a Councillor(s) attends any meeting of the Group for continuity and feedback.

Unfortunately there is no longer any funding available for this but it might be worth joining the Community Led Planning Network at a cost of £35 per annum, which provides officers’ advice, newsletters etc. There is a support package at a cost of £400 which offers additional benefits but initially members agreed to join the Network scheme.

Neighbourhood Planning: Jan outlined the thinking behind this initiative which would allow communities to decide what their areas should look like, where new shops, offices or homes should go. However, she stressed it is also an extremely complex procedure and should not be undertaken lightly.

This is totally different from a PP or VDS and although Parish or Town Councils may wish to take this on, it is very onerous and complex. It looks at the Right to Build and ‘assets of community value’ also the Community Right to Challenge in respect of tenders.

The Clerk would liaise with Jan regarding the timetable and implementation of the process.

6. FINANCE

(a) August 2011: Minute the payments agreed at the Finance Meeting 10.08.11

	PAYMENT TO	AMOUNT	CHQ. NO.	POWERS
1	E-on	£153.20	D/D	Parish Council Act 1957
2	A&J Lighting Solutions	£67.50	S/O	Parish Council Act 1957
3	Boxtor Limited S/O	£24.00	S/O	Local Gov(MP)Act 1976
4	Powergen D/D re Pavilion Supply *wef 1.3.11	£33.00	D/D	Local Gov(MP)Act 1976
5	Anglian Water Pavilion D/D monthly	£8.00	D/D	Local Gov(MP)Act 1976
6	Community Information Point	£75.00	D/D	Local Gov Act 1972
7	Mrs J Dyson Geraniums for CIP	£17.50	1628	Local Gov Act 1972
8	Mr Roger Prior - Notice Board refurbishment	£240.00	1629	Local Gov Act 1972
9	FPC Shared Telephone Costs	£66.22	1630	Local Gov Act 1972
10	MDLandscapes 11th & 25 July	£369.60	1631	Open Spaces Act 1906
11	Viking Direct Stationery	£48.62	1632	Local Gov Act 1972
12	HMR&C	£113.40	1633	Local Gov Act 1972
13	A Kemp Garden Services - Quiet Space 3.8.11	£79.20	1634	Open Spaces Act 1906
14	Mrs K Fox	£453.49	1635	Local Gov Act 1972
	TOTAL	£1,748.73

The sum of £1750 to be transferred to meet the above payments
Proposed Cllr Hayward Seconded Cllr Ruffle

COMMUNITY INFORMATION POINT

	BT Broadband Acc 37323132	£35.00	D/D	Local Gov Act 1972
	BT Landline 810327 Acc 37653521	£23.00	D/D	Local Gov Act 1972
	BT Internet Line Acc 37653522	£17.00	D/D	Local Gov Act 1972

MONIES RECEIVED
	Bridge End Youth FC	£25.00
	Pavilion Hire Shulton	£12.00
	FPC Shared Telephone	£58.76

ACCOUNT BALANCES AS AT 9 AUGUST 2011
	Treasurer's Account 00088472	£137.92
	Business Call Account 00195929	£27,207.24
	Special Projects Account 00655423	£6,423.18
	New Pavilion Account 00710238	£29,666.07
	Fixed Term Deposit Account	£24,258.70

	Cllr Dyson declared her interest in respect of item 7

(b) September 2011

	PAYMENT TO	AMOUNT	CHQ. NO.	POWERS
1	E-on	£153.20	D/D	Parish Council Act 1957
2	A&J Lighting Solutions	£67.50	S/O	Parish Council Act 1957
3	Boxtor Limited S/O	£24.00	S/O	Local Gov(MP)Act 1976
4	Powergen D/D re Pavilion Supply *wef 1.3.11	£33.00	D/D	Local Gov(MP)Act 1976
5	Anglian Water Pavilion D/D monthly	£8.00	D/D	Local Gov(MP)Act 1976
6	Community Information Point	£75.00	D/D	Local Gov Act 1972
7	CW Low & Son Ltd	£334.56	1636	Open Spaces Act 1906
8	MDLandscapes 11th & 25 July	£369.60	1637	Open Spaces Act 1906
9	A&J Lighting Annual Maintenance Visit	£67.50	1638	Local Gov Act 1972
10	HMR&C	£113.40	1639	Local Gov Act 1972
11	Mrs K Fox Expenses Aon additional premium	£40.30	1640	Local Gov Act 1972
12	Mrs K Fox Salary	£453.49	1641	Local Gov Act 1972
	TOTAL	£1,739.55

The sum of £1740 to be transferred to meet the above payments
Proposed Cllr Walsh Seconded Cllr Hockley


COMMUNITY INFORMATION POINT

	BT Broadband Acc 37323132	£35.00	D/D	Local Gov Act 1972
	BT Landline 810327 Acc 37653521	£23.00	D/D	Local Gov Act 1972
	BT Internet Line Acc 37653522	£17.00	D/D	Local Gov Act 1972


MONIES RECEIVED
	Bridge End Youth FC	£25.00


ACCOUNT BALANCES AS AT 6 SEPTEMBER 2011
	Treasurer's Account 00088472	£150.41
	Business Call Account 00195929	£25,483.34
	Special Projects Account 00655423	£6,423.39
	New Pavilion Account 00710238	£29,667.02
	Fixed Term Deposit Account	£24,258.70

(c) Annual Audit 2010/11

The Clerk had received notification that the Annual Accounts had been approved by the Auditor appointed by the Audit Commission without conditions.

(d) Fountain Water

The results of the tests undertaken in August had been received and a reading of 9 coliforms per 100ml was recorded. This is a considerable improvement on the 45 recorded in November 2009. However under new regulations we were obliged to place a notice to the effect “that this fountain is an historic spring and the water is not intended for consumption”. It was agreed before any decision, as to its form or location, the Historical Society should have the opportunity to discuss the matter at its forthcoming meeting.

(e) Great Bardfield FC – Pavilion Work

Dan Mercer, Treasurer of the Club, had asked the Clerk if, in order that the Club are able to claim the funding for this work, the Council could settle the carpenter’s invoice in the sum of £970; prior to which the Club would deposit this sum with the PC. The Clerk said she would put the matter to the Council but explained that this could not be done if there was a VAT element involved as they were unable to re claim VAT for a third party. Members agreed, as the pavilion was in the ownership of the PC, they could assist.

(f) Essex Air Ambulance Donation

Following a brief discussion it was agreed to donate the sum of £100 for this very worthy cause. This item would appear on the October statement.

7. PLANNING

11/01093/FUL Claypits Cottage, Dunmow Road, alterations to exterior colour of the dwelling. No objections.

11/01045/FUL Hobbits, Brook Street, erection of two storey rear extension and other work.

Discussed by Planning Committee to meet deadline of 7 September. No objections.

11/01171/LBC The Firs, Brook Street, insertion of window to north elevation of lean-to extension. No objections.

11/00235/TPOCON Bridge Farm, Bridge End, tree work. This had been inspected by Cllr Walsh and reported that it was mainly pruning and cutting back and there were no objections.

8. JUBILEE CELEBRATIONS

Queen’s Jubilee Celebration: Following the item in the Bardfield Times Cllr Dyson and the Clerk had received several positive responses. Karen Capon, Tracey Barrett, Paul Boon, Mandy Slow, the School, BT and Historical Society would be interested in being involved. The idea would be for a community group to take this forward with liaison with Council members. There was no funding available specifically for the Jubilee Event although it may be possible to access other sources of community funding. As road closures were not certain and because of the ample space, the Playingfield was suggested as a location. Cllr Holmes reported that at its last meeting the Town Hall Committee felt the event should be held in the village centre; it was suggested that a member of the Town Hall Committee join with the event organisers to discuss.

Jubilee Oaks: BDC’s Green Heart initiative has set aside oak trees for every parish – approximately 1.5 tall so it will make an immediate impact when planted. The Council wished to take advantage of this offer and two sites were suggested – (i) the corner of Mill Close or (ii) Causeway Green; each site would be inspected by BDC for suitability. The Clerk would respond accordingly.

9. PLAYINGFIELD/PAVILION PROJECT

Pavilion Project: Cllr Slemmings had met with both Andy Stevenson and his colleague Kevin who has produced a range of drawings for the pavilion, which represented a change in design and a more affordable scheme. It was well received and unanimously approved and could now go forward to the next stage. Kevin would draw up an application ‘package’ for submission to BDC, although, unfortunately, due to price increases a fee of £1005 (50% discount) would be incurred. It was agreed that a cheque for this sum could be prepared between meetings for signature by two members of the PC when required to accompany the application. Kevin’s hourly rate was considered reasonable and he had done 29 hours to date – an invoice would be submitted in due course.

10. POLICE

There were still problems with cars parking on the yellow lines opposite Northampton Meadow, despite visits from PC Carter and CPSO Chittendon – who only had advisory powers in this situation. The Clerk would contact the Parking Enforcement Officers based in Colchester and ask for intervention.

11. HIGHWAYS

(i) Winter Salt Bag Scheme

This scheme has been proposed by ECC to assist with problem of icy pavements. They will deliver one tonne of salt in 20kg bags to be used on highway areas only and to supplement the existing winter salting schedule. It was agreed the Clerk would draw up list of target areas e.g. the school, Townsends, Co-Op, Brook Street hill, the Town Hall, area of High Street pavement and so on. Then we could identify residents in those areas who it was felt would be willing to take a bag or two to use in icy conditions. They needed to be fit enough to clear a layer of snow if required, before spreading the salt. It was underlined that there would be no legal liability on these individuals. A response was required by 30 September and it was suggested that delivery at the side of the Town Hall would be most secure and to arrange that those involved removed their quota of bags as soon as possible. The Town Hall Committee would be asked for their support with this.

12. CORRESPONDENCE

EALC AGM – This is to be held on 27 September at the Foakes Hall

Electoral Boundaries – notification had been received of the proposed changes to the electoral boundaries which affected Braintree and therefore the Three Fields.