April 2008 Parish Council Minutes

Minutes of Great Oakley Parish Council Meeting

Held at the Village Hall 7:30pm Tuesday 15th April 2008

Present: Mr S Huk – Chairman, Mr T Spurge – Vice-Chairman, Mrs J Mason, Mr N Daniels, Cllr D Lines, Press and Police Representatives

Apologies: Mr B Harrington, Mrs J Hylton, Cllr Ms T Ferguson

Chairman opened meeting with prayer at 19:30.

Declaration of Interest: None declared.

Public Participation: There were 6 parishioners present. Chairman reminded parishioners that although this is a public meeting, this 15 minute section is the only time that members of the public are allowed to participate in the meeting. For the remaining part of the meeting, members of the public are welcome to observe the proceedings but must reframe from interrupting. This is inline with local government policy.

A number of parishioners are concerned about the new start time for bus passes which has been moved to 9:30am. This is causing problems for anyone going to hospital appointments or shopping who wish to use free transport. Cllr Lines reported that there is an ongoing debate between Tendring District Council; the bus company and Essex County Council. It is believed that if pressurised, the bus companies could withdraw some rural services altogether which would cause other problems. Tendring District Council are trying to resolve the issue at a national level and may end up in the High Court.

Mr Brown remarked that there are three different versions of the bus timetable within the Parish and Cllr Lines advised that he should contact Essex County Council.

Mrs Sewell asked what our plans were for the new village hall. Council explained that an inspection had been carried out in March on the current village hall to assess its condition and determined that future repairs and general upkeep is likely to be very expensive. It has been decided to re-investigate the viability of a new village hall, initially on a more modest scale than have been considered previously, which could be extended over the years as funds become available.

Cllr Lines suggested contacting Project Tendring whose details can be found on Tendring District Council’s website. They can help with fund raisers, project managers and administrative staff to support local communities with this type of project, however the community still have to take the lead.

The speed limit on Farm Road/Pesthouse Lane was questioned as it is a single track road and is only subject to the national speed limit. This has been de-restricted and we will contact Highways to find out why.

Minutes of meeting held on Tuesday 18th March were confirmed as a true record. Proposed Mrs Mason, seconded Mr Daniels, carried unanimously.

Police Report: There were 9 reported incidents in March and no crimes. These included 1 suspicious vehicle, 1 suspicious person, 1 driving complaint, 1 civil dispute, 1 vehicle parking, 2 concerns for welfare.


Progress Report:

Basketball Hoop
The contractors are due to finish this week if the weather stays fine.

Dog Bin
The dog bin has arrived and a location has been decided along the footpath which is near to the Chapel. Bruce Landscapes and The Green Gardener have been contacted for a price to install but we have had no reply.

War Memorial
We have received the copies of the templates for the engraving which needs to be checked and the style of lettering has been chosen which will be signed and returned to the stonemason.

Grass Cutting
Both contractors have been sent a letter to sign to finalise the contracts for this year and the first cuts of the season have been carried out.

Princes Trust
We still haven’t received a reply so we will give them another month and then contact them again.

Village Seat
We have contacted EALC, our insurance company and Highways to find out Councils level of liability if our insurance is not as all encompassing as Highways seem to require. Our insurance company said as long as we use contractors with their own insurance to install the seat, Councillors will not be personally liable. The only time a Councillor as an individual is liable is if they install or repair the seat and then someone gets injured as a result of their work.

Highways are still waiting for answers from their legal department as they have recently moved offices.

Sparrows Corner Track
Both residents have been sent the letters as agreed at the last meeting with no reply to date.

Highways: The Soils was closed last week for repair work and Hill Road Great Oakley, Rectory Road Little Oakley, and The Maltings Ramsey will be closed for repairs from 14th April for 5 days.

Chairman asked Councillors if they have any Highway matters which needed bringing to our attention. Along Wix Road the pot holes are dangerous as they are filling up with rain water so you can’t see how deep they are. Technically, these are outside our Parish (in Wix), however Clerk will report exact areas to Highways.

Mr Daniels will draft letters to Mr Travers/Mr Knights about the signs in Stones Green as previously discussed.

Fingerposts: Highways have said that if we are prepared to upkeep the cast iron signs they may agree to them. We need to send a plan of location with a letter, plan and photos. The design needs to comply with Ministry of Transport Guidance notes and the signs will have to be insured. Mr Daniels will send all information to Highways.

New Village Hall: The landowner has been approached with the suggestion of three potential sites including land adjacent to the recreation field; the recreation field or the field behind the allotments. Mr Thompson has verbally confirmed that he is amenable to the concept of releasing some land. Planning Department will be contacted to see if they are still willing to allow construction of a new hall in any of these locations.

It is felt that a new village hall will give a good boost to the community. Funds are currently available through schemes including the lottery. It is intended to start off on a relatively modest scale and then add to it in the future as funds become available. The new hall could provide parking for the school and pre-school. A sports hall could be added in the future with lots more potential. Mr Thompson is happy to assist in an “eco-hall” to make it environmentally friendly.

Planning:
Application No: 08/00482/FUL
Proposal: First Floor rear extension
Location: 1 Hillside Cottages Harwich Road Great Oakley

The Parish Council’s view is no objection.

The following applications have just been received with insufficient time to advertise to discuss tonight so will be discussed at a planning meeting on 22nd April at 7:15pm.

Application No: 08/00412/FUL
Proposal: Erection of 15m high domestic wind turbine
Location: Land adjacent Brook Farm Bucks Lane Off Stones Green Road Great Oakley

Application No: 08/00465/DETAIL
Proposal: Erection of four dwellings. Submission of reserved matters following approval of outline Planning permission 06/00007/OUT
Location: Land Adjacent Mallards Farm Road Great Oakley

If anyone wishes to comment or ask questions they are more than welcome to attend the planning meeting.

Public Rights of Way: No report. The grass has been cut along footpath 12.

Feedback of sub committees:

Village Hall
There was a village hall committee meeting on Tuesday 8th April. Chairman gave the village hall committee a brief outline of the potential proposals for a new village hall which had been discussed at last months Parish Councils meeting.

Arising from the inspection of the Hall in March, a number of items were identified as potentially needing attention. In view of the proposals to re-investigate at the viability of a new village hall, it was agreed to only pursue critical works at this time and to obtain quotations for the following works:

Replacement of rotten barge boards; facias and soffits.
Fencing/trellis around the gas tank.
New floorings and repair to crack visible down centre of hall.
Box in electric meters.
Renovation of gents w/c.
Replacement floor covering in kitchen.
Asbestos survey (Mr Daniels has a contact)

Once quotes are available the Village Hall Committee can use these for proposals for subsequent grant applications.

The Village Hall bank account currently stands at £822.65.

A new security light has been installed at the front of the hall at a cost of £74.00.

A request has been made for a bottle bank facility to be provided in the Village Hall car park and after discussing Clerk will make enquiries.

The Village Hall Committee requested that the Parish Council write to the owners of two of the neighbouring properties requesting they take remedial action as follows:

Mr Turner – Belvedere – Requesting trees in rear garden are cut back as they are overhanging the hall
Mr Mckenny – Mandalay – Requesting he attend to his boundary fencing which is falling down.

Clerk will contact the above.

Mrs Chilvers (Chairman of the Village Hall Committee) wished to comment and therefore the Chairman suspended the meeting at 20:23.

There had been a discussion regarding the cleaning of the hall. Those who hire the hall should tidy up behind themselves, but apparently few do. One solution may be to take a deposit (already allowed for in the rules) and if the hall is not left in a clean and tidy condition, to use all or part of that deposit to pay for additional cleaning. There was a discussion regarding the possibility of finding someone to assist with the cleaning and it was suggested that we advertise for someone.

Chairman formally re-commenced the meeting at 20:26.

Crime Prevention Panel
There is no report due to Mr Harrington’s absence. Clerk to contact Mr Wallington Hayes for meeting dates so Chairman can attend.

Accounts for Payment

The Green Gardener	The Old Burial Ground	700743	£70.00
Oakstones	Donation	700742	£60.00
Glasdon U.K. Ltd	Dog Bin	700744	£337.83
E-On	Village Hall Lighting	D/D	£25.00
A & J Lighting Solutions	Street Lighting	D/D	£37.94
A & J Lighting Solutions	Street Light Repair	700745	£64.57
Miss J Bootyman	Clerks Wages & Expenses	700746	£231.17
TOTAL: £826.51

After being circulated, accounts were proposed as correct by Mrs Mason, seconded Mr Spurge, carried unanimously.

We have received the first instalment of our precept in the sum of £6750.00

The affiliation fee for the Essex Association of Local Councils for 2008/09 is due at a cost of £227.65. Proposed to renew by Mrs Mason, seconded Mr Daniels, carried unanimously.

We have received a letter from Tendring Local History Recorders. Clerk has spoken to Mrs Tite who explained that we have previously donated £5 to them to cover any admin costs between the organisation and Mrs Tite. After discussion, it was agreed the Clerk will contact Mrs Tite to see if she would like a donation of £20 directly to herself to cover any cost incurred.

Correspondence: The Friends of Historic Essex have written asking if we would like to become a corporate member. The cost is £10 a year and the money helps support the Essex Records Office in Chelmsford. After discussing it was decided to not contribute.

EALC Law and Procedures Course – Tendring Village Hall on Tuesday 17th June at a cost of £15. Clerk would like to attend.

There being no further business Chairman closed meeting at 20:36.

None