August 2007 Parish Council Minutes

Minutes of Great Oakley Parish Council Meeting

Held at the Village Hall 07:30pm Tuesday 21st August 2007

Present: Mr S Huk, Chairman – Mr B Harrington, Vice-Chairman – Mr N Daniels – Mrs J Hylton – Mrs J Rawlins

Apologies: Ms K Schooling – Mr T Spurge – Mrs J Mason

There were 7 parishioners present who were invited to speak if they so wished.

A Parishioner asked as to the relation of the fun day to the Parish Council and the allocation of the money raised at the fun day. In response, the fun day is totally separate from the Parish Council but last years profit is held in Councils bank account until the fun day open one for themselves.

A parishioner asked if a finance report from the fun day be put into Coast to Coast magazine. On the subject of Coast to Coast, a parishioner commented that there was no vital news and everything was out of date by 2 months. It was requested that we put more information into the magazine.

A parishioner asked if there had been any news on the bus stop meeting which there hasn’t as yet. The bus drivers will no longer stop there due to the danger.

Council were asked why we didn’t have a bus shelter as all other surrounding villages have them. Due to landownership and insurances this wouldn’t be practical.

There were positive comments about this years grass cutting and many parishioners present were happy with the standard produced. The only negative was the men were not wearing any eye protection and could we suggest they do.

Chairman opened meeting with prayer at 7.42pm.

Co-Option of Councillor: Mrs J Rawlins was welcomed as a new Councillor. Clerk will meet Mrs Rawlins before the next meeting to deliver all relative paperwork.

Declaration of Interest: None

Minutes of meeting held on 19th June 2007 having been circulated were proposed as correct by Mr Daniels, seconded Mr Harrington, carried unanimously.

A meeting was not held on 17th July 2007 as only Ms Schooling, Mrs Mason and Chairman attended there was not a quorum. As parishioners were present, Chairman held an informal surgery.

Police Report: Clerk received an e-mail from Gill Burmby asking if we had a parish magazine and if so could we pass the details on to her.

Warning notices are being put on vehicles parking near the junction to Farm Road but apparently with little effect as people continue to park there. Inspector Dearsley will keep a close eye on the situation and continue to issue tickets. The situation isn’t helped by the pub having no parking. During the recent meeting with Highways at this location they commented that the Highway is for driving on and not parking. Once yellow lines have been placed in this location it is up to Tendring District Council to enforce, but the police will fine people if they have park in a dangerous place or are causing an obstruction.

Progress Report:

Disabled Toilet: Chairman has contacted the contractor regarding the window. Haven’t had a response so Clerk will write formally.

Horse Rider Signs: In June we were told the work would be done but it would be quite a while. Clerk is to keep an eye out and report when there is news of progress.

Wix Road in need of repair: Wix Road has been inspected on a drive through basis. The detailed walking inspection has not been completed due to officer resources being required to address problems associated with the inclement weather experienced this summer and major scheme work currently being undertaken. They are hopeful the inspection will be completed by the end of August to establish works required and to programme the works according to priority status.

Parking Issues in High Street: Jennifer Gudka from Highways met with the Chairman, Mr Harrington and Mr Daniels. After discussing the problems with parking near to Farm Road, Ms Gudka said there was nothing obvious that could be done but will look into revising the markings on the junction, moving the give way lines further towards the centre of the road, making egress easier. The viability of some “hard landscaping” to provide additional protection to emerging vehicles will also be looked into. Ms Gudka will report back.
It was mentioned that horse riders were riding two abreast through the village which doesn’t help with the traffic. Mrs Hylton will have a word with those who operate the stables involved.
The old Parish Council “No Parking” sign along Farm Road has been vandalised and will not be reinstated as no one took any notice of it and it would be a waste of money.

War Memorial: Chairman has contacted the stonemason clarifying our requirements. We are awaiting confirmation of start and completion dates.

Sign at Recreation Field: Clerk has contacted Bruce Landscapes to give them the go ahead for a new sign. We need to obtain further quotes for bark but it seems likely to cost more than previously quoted as play bark is expensive. We don’t appear to be abiding by the guidelines set out by ROSPA to make the play area safe enough. Clerk will ask Bruce Landscapes what we need to do to bring us in line with the regulations and will be discussed at the next meeting.

Rubbish bins: The rubbish bins needed to be reinstated outside the school and near Hamford Drive. Clerk contacted TDC who have now complied with this request.

Woodlands: Clerk had been informed that Woodlands was not being attended to by Highways. Clerk contacted them requesting they give the pavements and general upkeep their immediate attention. Highways responded by saying the road is currently on the weed spray programme for late July, early August. They have arranged for Woodlands to be inspected and any safety defects will be identified and rectified. They pointed out that any street cleansing is the responsibility of TDC which is where our concerns should be placed.

New light: A new light was needed near ‘Boomerang’ which has been installed. Clerk also received a call from a resident from Woodlands to say there was a broken light which has also now been replaced.

Dog Bin and Warning Signs: Clerk contacted TDC requesting a dog bin and warning signs be placed near the Old Chapel. TDC have said that the location for the dog bin is not on their land but we can purchase one for ourselves which would need emptying at a cost to the Council. They have placed signs along this pathway. After discussing, Clerk is to find out how much a dog bin would cost to purchase and have emptied. Clerk also to contact TDC to suggest they should be emptying the dog bin as they are already in the area emptying others.

Stones Green Triangle: We needed details of a tree surgeon which we now have.

Highway Issues near school: Clerk had received complaints about a large hole in the pavement outside the school and overgrowing vegetation along the footway in this area. Clerk contacted Highways who have now attended to these problems.

Access to Playing Field: A number of parents were concerned as to the access to the playing field with pushchairs. It was suggested that the contractor we already use (the Green Gardener) be asked to cut a one metre wide access in the hedge adjacent to the gate, including levelling of the ground. We will go ahead if the price is reasonable. Proposed Mr Harrington, Seconded Mr Daniels, carried unanimously.

Grass Cutting: The Contractor has had problems e-mailing the Clerk but it is all sorted now and we have all invoices which need to be paid. This is a breakdown of invoices:-


Invoice Number Area Date Cost
100301 1b – Sparrows Corner Playing Field – Initial cut 20th June £390.52
100324 1b – Sparrows Corner Playing Field – 2nd cut 6th July £153.49
100321 2 - Roadside Verges, Partridge Close – Initial cut 8th July £435.94
100290 1a - Recreation Ground, New Burial Ground – Initial cut 4th June £278.20
100298 1a - Recreation Ground, New Burial Ground – 2nd cut 15th June £153.49
100323 1a - Recreation Ground, New Burial Ground – 3rd cut 4th July £153.49

TOTAL £1565.13


Credit Note No Area Date Cost
100322 1a – Recreation Ground, New Burial Ground – 2nd cut 15th June £50.00

TOTAL £50.00

TOTAL TO PAY £1515.13

The credit was due to the standard of the initial cut of the Recreation Field. As there was no meeting last month, Chairman has already had to authorise these payments. All Councillors retrospectively agreed with this decision.

The issue of the hedge surrounding the Recreation Field was raised. This will be cut after all the birds have finished nesting and will be cut using a flail.

Basketball Hoop: The sub-contractor Playground Facilities were going to use have gone out of business. Consequently Playground Facilities are now asking for more money for the work to go ahead. The work will cost an additional £250, excluding line markings.

After discussing it was decided that the Clerk will contact Playground Facilities and Wicksteed Leisure (who also quoted for the basketball hoop) requesting that they both re-quote on a like for like basis so we can re-evaluate the best way to proceed. This will be discussed at the next meeting. Proposed Mr Daniels, Seconded Mr Harrington, carried unanimously.

Wooden Signs: Mr Daniels has been gathering information and asked if we wanted like for like replacement or something different. If we choose wooden signs TDC will still give the same amount of money as for metal signs with the other money coming from the grant we have already received. Mr Daniels is to collate more information and prices for our next meeting.

Village Hall
Damage: On 6th August Chairman attended a planning meeting in the village hall and discovered a significant amount of damage to the fabric of the building. The ceiling had sustained about eight damaged panels plus one broken light cover, the toilets were not clean, the floors generally grubby, the bins full of rubbish. Mrs Chilvers has arranged for the ceiling to be rectified.

It is unclear who of the recent users had left the hall in this state, but after discussion with Mrs Chilvers it was agreed that is was unacceptable and efforts should be made to ascertain who was responsible. As a matter of policy, we are going to reintroduce the policy of requiring a deposit from hirers and of carrying out an inspection after the hall has been used.

Maintenance Inspections: The exterior of the hall is starting to show significant signs of deterioration. Chairman proposed that we introduce a formal schedule of inspection, once or twice per annum, to determine the condition of our assets and to ensure that any remedial works required are put in motion at the appropriate time. Proposed Mrs Hylton, Seconded Mr Daniels, carried unanimously.

Revised Village Hall Regulations: The Village Hall Regulations have not been formally reviewed for some years and it is time to see if any revision is necessary. Changes put to Council who agreed in principal. Proposed Mrs Hylton, seconded Mr Daniels, carried unanimously. Revisions will be put to the Village Hall Committee at the next village hall meeting.

Village Hall Accounts: Chairman has carried out an informal audit of the village hall accounts. They were generally in order with one query which has been resolved.

Grants: We have received an e-mail from David Lines regarding a possible source of funding. The funding is the High Sheriff Award which donates up to £1000 to any Essex based organisation that makes local people safer in their homes, schools, villages and towns. Full details are available on http://www.essexcommunityfoundation.org.uk

A suggestion was put forward to apply for locks and chains on doors for the elderly. Another suggestion was made to see if the play area surface qualified. Clerk to apply/find out more information.

Bus Stop: Although there was no meeting last month, a number of parishioners were present and expressed concerns over the location of the new bus stop at the entrance to Great Oakley Lodge. It now appears that the bus company are refusing to stop in this location. Mr Brown kindly furnished a report giving background information.

We have approached ECC Highways and the bus operating company to request a joint site meeting with a view to having the bus stop relocated to a more appropriate position. No response to date.

Planning:

There was a planning meeting on 28th June to discuss the following applications:

Application No: 07/00796/FUL
Proposal: Proposed new dwelling & garage
Location: Brevelay Farm Road Great Oakley Harwich

The planning committees view was No Objection

Application No: 07/0092/FUL
Proposal: Erection of detached goose building
Location: Field No.4989 East Of Friths Farm Colchester Road Great Oakley

After discussion, the planning committee objected to this development on the following basis:

• Visual impact on open rural environment – applicant already obtained permission for large store
building. Current application for very large building, positioned in centre of field will have huge impact on rural environment.
• Recent applications for much smaller stable blocks in adjacent plots have been refused for this reason.
• Not in keeping with rural location.
• Noise – Flock of geese in currently very quiet rural area
• Smell
• Pollution – waste disposal
• Rats – Vermin after food

There was a planning meeting on 6th August to discuss the following application:

Application No: 07/01162/FUL
Proposal: Erection of front porch
Location: 5 Sparrows Corner Great Oakley Harwich Essex

The planning committees view was no objection.

Tendring District Council have refused the following application:

Application No: 07/00760/FUL
Proposal: Extension and alterations
Location: 2 Hillside Cottages Harwich Road Great Oakley Harwich

Footpaths/Trees: Clerk received another letter regarding Bridleways. Mrs Hylton will find out any information which will be of use. After discussing, the feeling of Council is we should try to reinstate the bridleways which will in turn get the horses off of the roads.

Mrs Tite had looked at the minutes from previous meeting to try to work out when the land was sold and has furnished ECC with the appropriate information. A letter of thanks to be sent to Mrs Tite.

The footpath which runs behind Partridge Close and travels across Exchem’s land is very overgrown and Clerk is to contact Mr Pile.

Feedback of Sub Committees:

Village Hall: Nothing to report.

Website: We are currently awaiting a re-scheduled meeting with Mr Andrews. Mr Andrews has been updating the website, including details of the dog show.

Fun Day: This was deemed as a great success with over 1000 attending. The committee hopes it will continue to develop each year. The fun day is seen as a great way to promote Great Oakley. Everyone is very appreciative of Mr Spurge for the use of his field for the fun day. There was a profit of about £2700 with many organisations in the village benefiting from a donation. Some of these are the School, Pre-School, Toddler Group, Oakstones, and the Football Club.

There will be about £1600 left which is going to be retained for use when a suitable project is identified in the future for the benefit of the village. The details of money raised will go into Coast to Coast and possibly The Standard. There is a need for more volunteers if next year’s event is to take place. Thanks went to Mr Spurge, Mr Daniels and Mr Harrington for all their effort and help. If anyone has any ideas/needs they should contact the Fun Day Committee. A suggestion was put forward for changing rooms for the football club but as we only lease the field this would be a problem not to mention the cleaning, upkeep and insurance implications.

Crime Prevention Panel: Nothing to report.

Accounts for Payment:

TDC Lease of Sparrows Corner 700695 £ 100.00
The Green Gardener Old Burial Ground 700696 £ 70.00
Just Lamps (UK) Ltd New Light 700697 £ 173.90
Mr N Daniels Paint 500033 £ 24.98
Just Lamps (UK) Ltd Repairs (Nov) 700698 £ 64.57
E-On Street Lighting D/D £ 80.91
Just Lamps (UK) Ltd Maintenance D/D £ 37.94
Powergen Village Hall Lighting D/D £ 25.00
Miss J Bootyman Clerks Wages & Expenses 700699 £ 226.82
Jobsihate Grass Cutting 700700 £ 1515.13
Powergen Village Hall Lighting D/D £ 25.00
The Green Gardener Old Burial Ground 700701 £ 140.00
Just Lamps (UK) Ltd Maintenance D/D £ 37.94
Jobsihate Grass Cutting 700702 £ 324.83
TDC Election Expenses 700703 £ 67.85
E-On Street Lighting D/D £ 80.91
Miss J Bootyman Clerks Wages & Expenses 700704 £ 166.38
Just Lamps (UK) Ltd New Light Fitting 700705 £ 227.95
Jobsihate Grass Cutting 700706 £ 153.49
Jobsihate Grass Cutting 700707 £ 324.83
TOTAL £ 3868.43

The above accounts also include sums which would have been detailed at the July meeting and have already been paid.

On behalf of Fun Day Committee (from funds raised)

Gt Oakley FC Donation – Fun Day 500034 £ 100.00
Gt Oakley Primary School Donation – Fun Day 500035 £ 100.00
Oakey Dokeys Pre-School Donation – Fun Day 500036 £ 100.00
Oakstones Donation – Fun Day 500037 £ 100.00
TOTAL £ 400.00


After circulation, the accounts for payment were proposed as correct by Mrs Hylton, seconded Mr Daniels, carried unanimously.

An income from the fun day of £280.00 has been pain into the village hall account.

Correspondence: We have received comments regarding the hedge adjacent to the junction of Red Barn Lane. This is a hazard to motorists wishing to join the main road and the person concerned would like to see the hedge maintained. Clerk will contact the owner of the property requesting the hedge be cut back.

Essex County Council Making the Links

Tendring District Council Review of Licensing Policy
Tendring Draft Sustainable Community Strategy
Forward Plan 70
Best Value Performance Plan 2007/8

EALC Making the Links
County Update no 46

Miscellaneous EEAPTC News
Don’t Drink and Drive
Essex Oyster
The Playing Field


There being no further business Chairman closed meeting at 9.42pm.

None