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March 2008 Parish Council Minutes
Minutes of Great Oakley Parish Council MeetingHeld at the Village Hall 7:30pm Tuesday 18th March 2008
Present: Mr S Huk, Chairman Mr B Harrington, Vice- Chairman Mr T Spurge Mrs J Hylton Mr N Daniels Mrs J Mason, District Cllr Ms T Ferguson
Apologies: None
Chairman opened meeting at 8:15pm.
Resignation of Councillor: Chairman is sorry to report that Ms Schooling has tendered her resignation from the Parish Council, with immediate effect. We now have three vacancies on the Council so everyone is asked to try to find suitable candidates. We will write to Ms Schooling wishing her well and thanking her for all her work.
Election of Officers: Mr Huk was proposed as Chairman by Mrs Mason, seconded Mr Spurge, carried unanimously. Mr Huk to sign acceptance of office form.
Mr Harrington feels that he is unable to fulfil his duties as vice-chairman at the moment but would like to continue as a councillor. Mr Spurge was nominated as Vice Chairman by Mrs Mason, seconded Mr Daniels, carried unanimously.
Under new local government rules, it is required that our planning and finance sub-committees operate with a quorum of at least four members so ideally we require five members on each committee.
The block election to the various sub-committees and other representatives, as follows, were proposed by Mrs Mason, seconded Mr Spurge, carried unanimously
Planning
Finance Committee
Village Hall Committee
TALC: Mr Spurge
Crime Prevention Panel: Mr Harrington Mr Huk attend in Mr Harringtons absence
Public Rights of Way: Mrs Hylton
NAP: Mr Harrington
Declaration of Interests: Mr Huk expressed an interest in a planning application which had been previously discussed at a public planning meeting.
Public Participation: There were no members of the public present.
Minutes of meeting held on Tuesday 19th February 2008 having been circulated were proposed as correct by Mrs Mason, seconded Mr Daniels, carried unanimously.
Police Report: PCSO Brown left the figures for February which include 7 minor incidents with no crimes reported.
Progress Report
Basketball Hoop
The contractors were due to complete the work on Monday 10th March but due to bad weather it was postponed. While we have been waiting for the work to be completed some children have been damaging the current tarmac under-surface and have been throwing lumps of tarmac over the field. Clerk will chase contractor to get a date for completion.
Dog Bin
Should be delivered this week.
War Memorial
The stonemason has been given a deadline for the end of May start of June which they have agreed.
Highways
A parishioner previously raised concerns over estate agents details, suggesting a property near the war memorial has its own parking space. Clerk investigated and it is proven that Highways own all the parking area in the square and Clerk has contacted the estate agents who will alter the details accordingly.
Definitive Map
We previously contacted Highways for a definitive map of our parish showing who owns what land. We have since requested the same from Mouchel who regret that there is no single document detailing all the areas of highway responsibility and parish responsibility. When they are asked about extent of highway they refer to various documents to produce a plan. If we have any queries with regard to specific areas we can consult Mouchel.
Wix Road
Clerk has reported the condition of Wix Road to Highways a number of times with Highways saying they have carried out some repairs while the collapsed culvert was been repaired. Being at the end of the financial year there is no money left to carry out further repairs but they are hopeful that additional works can be programmed in the future with a further road closure in place to do this. Clerk also reported the road at The Soils where part of the road has collapsed.
Grass Cutting
We have now received replies from both contractors who are willing to continue the contracts for this year under the same terms and conditions. Clerk will write to them formally to request they sign an agreement.
Princes Trust
Clerk replied to a letter sent from ECC Princes Trust suggesting the area of the triangle at Stones Green. No reply to date.
Recreation Field
Clerk contacted the football team to see if they knew anything about topsoil which had been left on the field. They intend to level the football pitch with this, Clerk to monitor the situation.
Woodlands
A light has been reported at Woodlands which does not work. Clerk has reported to Just Lamps.
Just Lamps
Just Lamps merged in September 2007 and a new company has been formed using the Just Lamps team. The new company is A & J Lighting Solutions Ltd which will now appear on all invoices.
New Village Hall
Mr Daniels has been looking into the possibility of a new village hall, on a more modest scale than we had previously investigated in the late 1990's. The current village hall does not make the best use of space and, due to its age, will be incurring high maintenance costs over the next few years. The current village hall has served the community well but it would take an estimated £30,000 to bring it in line with modern standards. The case previously put forward for a new village hall was valid, ultimately being shelved due to escalating costs. The current proposal is based on the concept of starting off small with the potential to expand, with the possibility of the football club or other village organisations participating by raising money for changing rooms and other facilities to be added at a later date. All community groups could get involved with a barometer to show funds raised and the fun day would have a purpose each year. The initial building could start from £250,000 with £50,000 raised later for the changing rooms. A new village hall could have many benefits including providing somewhere for parking for the school/pre-school drop offs and pick ups.
In principle the Parish Council supports the plan. The next step will be to identify potential sites and investigate the availability of the land before we can proceed. Ms Ferguson suggested contacting Pierre Oxley the Leisure Portfolio Holder at TDC. Proposed Mr Daniels, seconded Mrs Mason, carried unanimously.
Highways/Seat/Sign
Seat
Highways still want us to agree to the terms stated in their contract but we are still concerned about not having ample insurance cover as they want us to be covered for all risks. Clerk has been in contact requesting Highways confirm our cover is adequate. Highways have contacted their legal department again and even after a number of follow up calls they still dont have an answer back from them.
While waiting for a response from Highways it has been decided to contact EALC and seek advice on the extent of our liability if we just go ahead and accept Highways terms.
Signs
Mr Daniels had previously offered to follow up the correspondence regarding the signs and Mr Knights does not see a problem in principle but would like us to submit a plan. All councillors take the opportunity to thank Mr Daniels for his efforts.
Sparrows Corner Track
We have now received the follow up letter from a resident from Sparrows Corner. The letter says that along with a neighbour she has repaired the track to the playing field at Sparrows Corner. They felt that something should be done before the children play on the track in the summer. The letter says that boy racers and lorries use the track to turn around which have caused the problems and not the residents who have access. It is requested we do something, even if it is to only erect a sign, to deter anyone from turning round.
We have received another letter from a resident in response to our original letter. After discussing both letters it was agreed to erect a sign to say private property no turning and Chairman will respond to letters.
Planning:
There was a planning meeting on 11th March to discuss the following applications:
Application No: 08/00218/FUL
Proposal: Construction of earth sheltered twin dwelling with garden and parking areas
Location: Bucks Lane Off Stones Green Road Great Oakley Harwich
After discussing, the planning committee's decision was no objection actively supporting the development.
Application No: 08/00241/FUL
Proposal: Erection of two storey rear extension and first floor rear extension
Location: Swan House Clacton Road Stones Green Harwich
As this is the Chairman's property, he took no active part in the planning meeting.
After discussion the planning committees decision was no objection.
Feedback of sub committees
Village Hall
An inspection of the hall structure took place on 8th March. It was clear that remedial works will be required in several areas, the facia boards, floors and floor coverings, gutters and general painting and decorating. The village hall committee will produce a number of proposals ready to apply for funding/grants as the opportunities arise.
Crime Prevention Panel
No report as Mr Harrington has been unable to attend. Chairman will attend in his absence.
Accounts for Payment
| A & J Lighting Solutions | Street Light Maintenance | D/D | £37.94 |
| E-On | Street Lighting | D/D | £80.91 |
| E-On | Village Hall Lighting | D/D | £25.00 |
| Miss J Bootyman | Clerks Wages & Expenses | 700741 | £296.85 |
| TOTAL | £440.70 | ||
Having been circulated accounts proposed as correct by Mr Daniels, seconded Mrs Mason, carried unanimously.
Our fixed contract with E-on has come to an end. Clerk to negotiate a new deal. Proposed Mrs Mason, seconded Mr Spurge, carried unanimously.
We have donated £60 a year to Oakstones in recent years. After discussion it was decided to donate the same amount again this year. Proposed Mr Harrington, seconded Mr Spurge, carried unanimously.
Correspondence
East Essex Area Forum meeting Tuesday 8th April 2pm.
EALC Law & Procedures Course £52, Employment Issues Course £52, Minutes & Agenda Course £32, Management of Cemeteries £90
RCCE Oyster Magazine
Essex County Council Essex Works, Bus Passenger News, Bus Timetables
Tendring District Council Summons & Agenda
Tendring Hundred Water Corporate Responsibility Report 2006/07
EALC County Update No 52
Miscellaneous - The future of waste in Essex, NATS Proposed changes in Airspace, Safety Surface Repair, Town and Parish Standard, Pinnacle Timber Products
There being no further business Chairman closed meeting at 9:47pm.
None
