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November 2007 Parish Council Minutes
Minutes of Great Oakley Parish Council MeetingHeld at the Village Hall 7:30pm Tuesday 20th November 2007
Present: Mr S Huk, Chairman – Mrs J Hylton – Ms K Schooling – Mrs J Mason – Mr T Spurge – Mr N Daniels.
Apologies: Mr B Harrington, Vice Chairman - Police representative
There was 1 parishioner present who was invited to speak if they so wished.
Our District Councillor Tanya Ferguson was present and available for questions. Cllr Lines was also present.
Mrs Mason requested an item be added to the Agenda under Standing Order 12: Postal Deliveries.
Chairman opened the meeting with prayer at 7:30pm.
Declaration of Interest: Chairman declared an interest regarding the planning applications.
Minutes of meeting held on 16th October having been circulated were proposed as correct with one amendment by Ms Schooling, seconded Mr Daniels, carried unanimously.
Police Report: Our police representative was not present but had contacted the Chairman and suggested we have a meeting in the near future to discuss any issues we have. We have had reports of youths being a nuisance in the church grounds.
Postal Deliveries: It was brought to Councils attention that Stones Green has had no postal deliveries since last Wednesday. The postman who covers this route needs to work overtime to complete his round. Apparently, the amount of overtime has been restricted by new working patterns so Stones Green has now been left out due to the postman not being able to complete his round during his normal working hours. After discussion Council have said it is unacceptable that Stones Green’s post is delivered during overtime and not part of the normal delivery time. A letter will be written to the manager requesting that the level of service expected be reinstated. Proposed Mrs Mason, seconded Ms Schooling, carried unanimously.
Progress Report: Chairman addressed Council to inform them that the Clerks father is seriously ill in hospital at the moment so some items have not been followed up this month.
Village Hall/Disabled Toilet: A Parishioner has contacted Council requesting that their husband be considered for the work which needs to be completed.
Street Lights: Clerk contacted Just Lamps with concern over the amount of call outs we have had regarding the street lights in the village. Just Lamps carried out an inspection on all lights and replaced any parts needed. We were not charged a call out fee, only for the parts used which amounted to £85.92. They reported that the light cover on the light at The Soils, outside Cloverleaf, has been shot at and holed. They have repaired it for now, but a new light fitting will soon be required.
Hedge Cutting: The hedge surrounding the Recreation Field was cut this week. There was a considerable amount of debris on the footpaths and road so Clerk will contact the contractor to see if this can be tidied up. Mr Spurge reported that the contractor is due to return to finish trimming the top of the hedge. The job has been more challenging than first thought due to the years of neglect.
Vacancy for Councillor: An interested candidate was going to write to the Clerk requesting to be co-opted on to the Council but there has been no contact to date.
Basketball Hoop: Clerk has contacted Playground Facilities to award them the contract and requesting that the work should be completed by the end of this year. The work was due to start on 12th November but still no progress.
Dog Bin: Clerk contacted TDC to ask why they would not provide an additional dog bin as all the other bins were provided by them and are not on their land. TDC confirmed that the three current dog bins were provided at TDC cost and that the Parish Council has never been charged for emptying the bins. The bins that were installed in Partridge Close and Farm Road in 2000 were the last two bins in the District installed at TDC cost on any land not owned by them. Since April 2000 all dog bins installed on non TDC land have been at the cost of the relevant Parish Council or other organisation requesting a bin. TDC understand there are litter bins in the vicinity and would encourage dog walkers to use these bins for their bagged dog waste or take it home. TDC also confirmed that all PCSO’s have been authorised by TDC to issue Fixed Penalty Notices of £75 for littering and dog fouling incidents. We may like to direct our PCSO to any problem areas. After discussion Council decided to purchase a dog bin but see if TDC are willing to waiver the fee of emptying it. Proposed Mr Daniels, seconded Mrs Hylton, carried unanimously.
Notice Board: There has been no progress to date.
Grants: Clerk is to investigate grants for a bus shelter, village seat and play area. Clerk is going to apply to the Big Lottery Playful Ideas fund. The grant is for sums from £10,000 to £250,000. Mr Daniels is willing to try Grantnet and Cllr Ferguson also offered to help. Cllr Lines suggested writing to Mick Page from East Essex Area Forum in February or March.
Bus Shelter: A meeting was arranged with Adshel for 6th November to discuss the possibility of having a bus shelter somewhere in the High Street. Unfortunately the meeting was cancelled at short notice but we were sent a price list with shelters costing in the region of £6,000. After discussion it was decided to take no further action at this time. Proposed Ms Schooling, seconded Mr Daniels, carried unanimously.
Code of Conduct: The Essex Association of Local Councils has recently issued revised guidance arising from the “Local Authorities (Model Code of Conduct) Order 2007” on the way we conduct our business. The guidance specifically stems from legal advice on the manner in which Prejudicial Interests are declared and subsequent actions to be taken by Councillors. Currently, any Councillor with a Prejudicial Interest must declare that interest and effectively leave the meeting when that item arises. This actually gives the Councillor fewer rights than a member of the general public and it is this anomaly that the guidance seeks to address. The latest view is that the Councillor should be allowed to put their views to the meeting, but only if the general public have the same rights. The net result of this is that we need to revise the format of the meeting to accommodate these changes.
The guidance requires that the Public Participation Sessions at our monthly meeting now become a formal part of that meeting, unlike previous practice where the Public Participation element takes place before the formal opening of the meeting. On this basis, the Chairman would open the meeting; Receive Apologies for Absence and Declarations of Interest before the Public Participation Session commences. Consequently, Public Participation will now need to be an Agenda Item and any discussion will need to be formally minted (not verbatim), including the names of those expressing the opinion.
Any Councillor who has declared a Prejudicial Interest would leave the Council table and join the Public, from where they would have the opportunity to express their views and answer questions before leaving the room until the end of the Public Participation session, upon which point they would return to the Council, leaving again as required if or when the item comes up on the Agenda. To facilitate this change, our Standing Orders will need to be revised to accommodate these procedures and Chairman requests that Council adopts these changes in principle and that we revise our Standing Orders accordingly, for formal adoption at our December Meeting. Proposed Chairman, seconded Mr Spurge, carried unanimously.
Highways – Parking Issues Farm Road / Bus Stop
Parking Issues Farm Road: We have now received the plans from Essex County Council which shows the new road layout for Farm Road. This was previously discussed at a site meeting. It was agreed to confirm with Essex County Council to go ahead with the work.
Bus Stop: Clerk sent the owners of Hillside and Park Pale Farm plans of the new bus stop proposal and they have no objections. The owners of Hillside expressed concern over the height of the kerb adjacent to their property which makes it challenging to go in and out of their driveway and requested that consideration be given to reducing the height of this area of kerbing while the other work is being carried out. Clerk has passed their concerns onto ECC.
The Avenue: Mys Hylton raised her concern over the width of the road at the end of The Avenue and the danger of meeting agricultural vehicles coming the other way. Mrs Hylton proposed the following motion “Request that ECC Highways widen the end of The Avenue for a distance of 50 m to allow free passage of two vehicles”. The proposal failed to find a Seconder and therefore the motion failed and no further action will be taken.
Road Resurfacing – Gt Oakley: Mr Daniels raised the point that at a meeting in September 2006, Mr Travers from ECC Highways indicated that there were proposals for the resurfacing of the main road (A1414) to the east of Gt Oakley. This work has not been carried out. Clerk to raise with Highways.
Wooden Signs: Mr Daniels circulated budget prices and proposed designs of signs. Each sign will cost approximately £1,308.00 (excl VAT) plus installation. Everyone is happy and agreed to go ahead with the design. Proposed Mr Daniels, seconded Mrs Mason, carried unanimously.
Mr Daniels reported that some of the other traffic signs in the Parish have been cleaned and the unnecessary cycle signs have been removed, however a number of the signs in Stones Green are still in very poor condition and still need attention. We need to find out if Tendring District Council are prepared to maintain the welcome signs at the edges of the villages as the ones either end of Stones Green have been hit by cars and need attention. Clerk to write to ECC Highways and TDC.
Village Seat: Essex County Council have sent a letter to the Clerk which included a copy of a letter which was previously sent to Mr Booker when this was last pursued which again raises the issue of the extent of our liability. Clerk has written to our insurance company, including a copy of the ECC letter, to definitely establish whether the cover offered is adequate.
After discussion it was decided not to choose a style of seat until we have clearance to go ahead.
Mr Daniels asked if we could have the map of the land owned by ECC Highways and over which they claim “Highways Rights”, as promised when Councillors meet with Mr Travers some time ago. Clerk will contact Mr Travers to request the map. Proposed Mr Daniels, seconded Mrs Hylton, carried unanimously.
Recreation Field: The work to the new entrance way is complete. The contractor has asked if we want gravel to be put down as the ground could get quite slippery there as it is bare. After discussion it was decided that it would be better to allow the grass to grow through and to take no action at this time.
Clerk has asked Bruce Landscapes to go ahead with the installation of the anti wrap chains for the swings and has asked for an update on the sign which we requested some months ago.
Mobile Skate Park: Tendring District Council Leisure Services are investigating the viability of purchasing a Mobile Skate Park, for use by young people in villages across the Tendring area.
Initially they are trying to gauge if Parish Councils:
i) Feel it is a good ideal
ii) Have a suitable location for the skate park to be assembled
iii) Feel there are enough young people in the village who may be interested in using the facility
It requires a hard standing area for it to be assembled and used, i.e. car park, sports hall etc. It would take half an hour to one hour to assemble, depending on size. The idea is that TDC staff would move the skate park around the villages with the skate park being in place for one or two days before moving on.
This is in the very early stages and no decisions have been made in relation to the purchase or staffing of the skate park, so our thoughts on the matter would be greatly appreciated.
After discussion it was concluded that we have no suitable area and it was suggested that the school are asked whether they would be interested.
Planning: There was a planning meeting to discuss the following applications:
The Chairman declared an interest in this item as he has previously given some assistance to the applicants and as such the meeting was planning meeting was chaired by Mr Spurge. Five members of the public attended.
Application No: 07/01546/FUL
Proposal: Erection of detached dwelling. Alteration to existing vehicular access
Location: Land adjacent Langdale Cottage Stones Green Road Great Oakley Harwich
After discussion, a number of residents expressed concerns over the potential for vehicles being displaced onto the road by the new property. The application site includes the required amount of off road parking so this does not amount to a valid planning objection, however the planning committee’s conclusion was No Objection but we express concern over any vehicles associated with the new cottage parking on the highway and the risk of obstruction to access of neighbouring properties.
Application No: 07/01470/FUL
Proposal: Proposed 2 bedroom detached cottage
Location: Adjacent 1 Sunnyside Cottages Stones Green Great Oakley Harwich
After discussing the above application with no objections having been raised, the Committee raised No Objection
The following application to be discussed:
Application No: 07/01769/FUL
Proposal: Erection of detached single garage
Location: 4 Sunnyside Cottages Stones Green Great Oakley
The drawings have been misplaced so this will be discussed at a planning meeting to be arranged by the Clerk and new drawings to be requested.
Footpaths/Trees: We have received some updates on various footpath issues that have been discussed over recent months, and one new matter:
It was reported that the land owned had erected a warning sign at the end of Bucks Lane stating “Private Road No access without permission”, prohibiting the use of this track by unauthorised persons. Some local people are attempting to establish whether this lane was historically a public right of way and for that status to be reinstated and some riders have been using this route without the owner’s agreement. After discussion it was concluded that it was ultimately up to ECC to determine the status of this lane and in the mean time it remained private property and that the land owner was entirely within his rights to erect such a sign. It was also observed that riders wishing to use private property should establish a relationship with the owners and attempt to negotiate an agreement acceptable to both parties for access.
Mrs Hylton requested that her watching mandate for “Footpaths and Trees” on behalf of the Council be extended to include all “public rights of way”. After discussion, this was agreed and that Mrs Hylton should monitor situations and report back to Council on any matters of interest or concern. Any actions required would be taken by the Clerk, after discussion and agreement by the full Council. Proposed Mr Daniels, seconded Mr Spurge, carried unanimously.
Feedback of Sub Committees:
There had been no Village Hall Committee meeting, so nothing to report.
Mr Harrington was not present so nothing to report from the crime Prevention Panel this month.
Accounts for Payment:
| British Legion Wreath | 700718 | £35.00 |
| EALC Training Day | 700720 | £50.00 |
| TDALC Membership | 700721 | £10.00 |
| Just Lamps (UK) Ltd Annual Clean/Parts | 700722 | £85.92 |
| Michael Eaton Pathway to recreation field | 700723 | £192.00 |
| Jobsihate Grass Cutting | 700724 | £153.49 |
| Just Lamps (UK) Ltd Maintenance | D/D | £37.94 |
| E-On Street Lighting | D/D | £80.91 |
| Powergen Village Hall Lighting | D/D | £25.00 |
| Miss J Bootyman Clerks Wages & Expenses | 700725 | £273.08 |
| TOTAL: £943.34 | ||
Having been circulated, the accounts for payment were proposed as correct by Mrs Mason, seconded Mr Spurge, carried unanimously.
Our membership to the Rural Community Council of Essex is up for renewal at a cost of £55.00. After discussion it was decided to renew the membership. Proposed Mr Spurge, seconded Mrs Mason, carried unanimously.
We have had an income of £24.50 for the placement of a new memorial at the burial ground.
Clerk has now obtained a price for the burial receipt book. A customised book including out name would cost in the region of £300 (incl VAT), however a standard book would cost £58.74 + VAT. Clerk will now order the standard version, as agreed at last months meeting.
Correspondence: We have received a letter from Tendring District Council regarding the appointment of a substitute parish member. After discussion no one came forward.
We have received a letter from a Parishioner requesting we provide a village sign, similar to the one in Great Oakley, for Stones Green. After discussion, it was suggested that we canvas for opinions in Stones Green and invite suggestions for a possible design and put it on the Agenda for the next meeting. There are potentially some funds available from our grant for Wooden Signs. Proposed Ms Schooling, seconded Mrs Mason, carried unanimously.
We have received a letter from a Matthew Ford Gardening Services who provide grass cutting and hedge trimming. He has a small family business established over 10 years. He can provide references and public liability insurance of £5 million and would like to be considered for future grass cutting contracts. After discussion it was agreed that we would not necessarily re-tender the contracts if the existing Contractors are prepared to continue. Clerk to contact Mr Ford and request an indicative budget cost.
We have been sent the meeting dates for 2008 from Tendring District Association of Local Councils.
There being no further business, the Chairman closed the meeting at 21:49.
None
