September 2008 Parish Council Minutes

Minutes of Great Oakley Parish Council Meeting

Held at the Village Hall Tuesday 16th September 2008

Present: Mr S Huk, Chairman – Mr T Spurge, Vice-Chairman – Mr B Harrington – Mr J Tierney – Mrs J Mason – Mr B Eaton – Cllr T Ferguson – Cllr D Lines

Chairman opened meeting with prayer at 7:30pm.

Apologies: Mr N Daniels, Mrs J Hylton

Declaration of Interest: None declared.

Public Participation: There were two parishioners present. Mr Chambers, the landlord of the Maybush Public House, has received a visit from a licensing officer due to complaints of noise outside the pub, apparently due to customers displaced by the national smoking ban. Apparently, there has also been a further complaint about a disturbance outside the pub. Mr Chambers is concerned that, should this continue, the village could lose its last pub. He has said he is very approachable if anyone wishes to discuss any problems they may have, however to date no one has gone to him to complain directly. The main problem seems to be that since the smoking ban all the smokers congregate outside the front of the pub as there is no beer garden, the land having been sold by the previous owner as a building plot. Mr Chambers continued to say that there is more noise in the summer months and over the winter it will be quieter outside. He has asked customers to keep the noise to a minimum while they are outside. Mr Chambers explained that the noise is people enjoying themselves and it is a happy sound. With the press being present, the Chairman hopes they will report Mr Chambers concerns and hopefully both customers and Parishioners will understand the situation. The Parish Council support the continued existence of our pub and will do whatever we can, however we are powerless to intervene between the Landlord and the licensing authorities. Mrs Ling commented that if one lives next to or near a pub, one must expect some noise. Mr Harrington commented that, when people bought their houses 30-40 years ago, pubs shut at 11pm. Unfortunately, things have changed and the Government haven't helped the situation with the smoking ban which means that there will always be people outside pubs and clubs.

Chairman asked Mr Chambers if he could remind his customers who are leaving late that they are in the middle of a village. Mr Chambers said he does do this but when someone has been in from 12pm – 12am it is difficult to talk to them. Mr Chambers asked if we would support him if it went to a hearing and Chairman replied that he personally, and the Parish Council also, would continue to support the existence of the village pub, but obviously it would be impossible for him to comment directly on specific events to which he had not been a witness.

Mr Chambers was asked if his extended licence had any conditions attached. The licence allows him to serve on Friday and Saturday until 1am, but he explained that this was set before the smoking ban. There is also to be no alcohol consumed outside after 11pm. Mr Chambers went on to comment that the complaints have all arisen since the smoking ban.

Minutes of meeting held on Tuesday 15th July 2008, after being circulated, were proposed as correct by Mr Harrington, seconded Mr Eaton; carried unanimously.

The minutes of the special meeting held on 31st July 2008 to discuss the accounts for audit were proposed as correct by Mr Eaton, seconded Mrs Mason; carried unanimously.

Police Report: It has been reported to the Clerk that some damage has been caused at the church and people have been drinking there and leaving their rubbish behind. The police were called to visit the area but no one has been seen. The broken fence at the play area has also been reported. A police visit was made to the area and those there have been spoken to; they also spoke to some lads in a car near the church.

PCSO Ray Aylott confirmed he will come to Great Oakley to carry out speed checks, however it is difficult to find a good location.

There have been ten incidents in Great Oakley, including 1 criminal damage, 1 nuisance noise, 1 nuisance youth, 1 obstruction, 2 road traffic collisions.

Mr Harrington brought to Councils attention that children are playing a “chicken game” near the War Memorial, consisting of standing either side of the road and kicking a football over the cars when they pass. Apparently, this happens after school times and the police confirmed that they will keep an eye out for them.

Progress Report

Dog Bin
Mr Hiles has installed the dog bin.

Sparrows Corner Sign
Mr Hiles has fitted the sign.

Recycling
Another letter was delivered to the residents of Millview with no response. Mrs Chilver, who knows them personally has approached them and said they would respond to our letters. Still no response to date.

Stile at Pesthouse Lane
Clerk contacted Essex County Council who are going to contact the landowner to chase them as it is their responsibility to repair the stile.

High Barn Farm
Highways commented they will wait until the end of September to cut back the overgrown hedge and fill in the pot hole. Clerk will monitor this and report at the next meeting.

War Memorial Dedication
The war memorial needs to be re-dedicated and the Chairman had agreed to arrange a meeting with the vicar and the British Legion. Due to the holiday season and the current vicar's imminent departure, this has not progressed.

Audit
A special meeting was held in July to review the accounts as the deadline was before the next full meeting. Everyone who attended agreed the accounts were in order and the papers were sent to the auditors.

Play Area
Our play area is in need of updating and Cllr Ferguson and the Clerk met with Cllr Pierre Oxley from Tendring District Council. He acknowledges that there is room for improvement with the existing play area and is keen to help provide us with something new. Cllr Oxley is meeting with a contractor next week and will be in touch.

Willow Tree – Methodist Chapel
Clerk has received complaints about the willow tree at the Methodist Chapel. The branches are overhanging the pavement. Clerk contacted Essex County Council who are going to contact the owner/developer to request the branches are cut back. While attending a meeting at the war memorial a contractor was seen taking photos of the area, so hopefully this work will be carried out shortly.

Speed Limit Signs
Essex County Council have announced a £1 million “bonanza” for highways projects and after discussion, the Clerk will request a VDS for Stones Green.

Speed Survey
Highways have said they will carry out a speed survey in Stones Green and Clerk is to ask them to do one the other end of the village as well. The extension of the speed limits either end of Stones Green has been agreed.

Highways

Yellow Lines
Chairman updated everyone with the history of the yellow lines.

Clerk has been contacted by Highways to say they have been approached by a member of the public who has stated that they believed the lines opposite the Maybush PH are not legal as there is a break in the lines and they are not wide enough. The lines have been inspected by Highways and they report they are fine – the lines are broken where they go over a gully, but it is accepted that it is impossible to paint lines on open gullies – as soon as the covers are lifted for cleaning any paint will come off. The lines have been laid at a width of 75mm, which is the current standard. In the past these used to be 100mm.

Mr Chambers has written to us to say that Highways had not contacted him regarding the yellow lines in Farm Road. Clerk has passed his comments onto Highways who answered with the following response:-

Highways would like to remind us that it was at the request of the Parish Council that the restrictions were installed. The traffic regulation orders were advertised in the local press and on site (evidenced by the objection received at highways). There was a delay in processing the waiting restrictions due to a large backlog of requests which are still being worked through. If we wanted to amend the existing regulation the request would have to be put forward for future funding.

Meeting was suspended at 8:11pm to allow Mr Chamber to reiterate his concerns in person.

Meeting re-started at 8:15pm.

Council reminded those present that the reason we requested the yellow lines was because the road narrows opposite the pub and if a vehicle is parked there while the tables are outside the pub, emergency vehicles would have difficulty getting through. Since the yellow lines have been in place it is easier for vehicles going in and out of Back Lane. Cllr Ferguson commented that many people are not taking any notice of the parking restriction as it is Tendring District Councils responsibility to enforce it. The police have no powers over parking unless there is an obstruction.

After discussion, it was agreed to approach Highways with a compromise and request that the parking restriction opposite the Maybush be revised to be limited to half an hour or an hour, rather than no parking at any time, proposed Mrs Mason, seconded Mr Eaton, carried by majority with one abstention.

Maybush – Sign: Mr Chambers has contacted the Parish Council to request a sign to say 'Maybush Inn' or 'Village Pub' for passing traffic to see while driving through Great Oakley. Council discussed this matter and are keen for any sign to be in keeping with the character of the conservation area. We will investigate the viability of a sign, contact Highways for their views and we will discuss with our supplier for a budget costing. The Parish Council are keen for the pub to continue and prosper, however as a commercial enterprise, any costs will have to be borne by the Landlord.

Village Seat: A meeting was held at the War Memorial on Monday 15th September with Highways to discuss the final location for the seat. After discussion, it was agreed that the most suitable location would be on the main pavement adjacent to the lamppost to the left of the memorial as you stand facing the road. It was also agreed that, in the interests of Highway safety, Highways would carry out the installation on our behalf, free of charge, once the seat was available.

Highways requested that we canvas the householders who immediately surround the proposed location to determine the level of support for the seat. If the response is positive, we can order the seat and arrange installation.

Wooden Sign Repair: Clerk has received three different quotes for the wooden sign repair but unfortunately one of the contacts has since passed away. After brief discussion of the remaining two options, the Clerk is to contact one more person to get some more ideas. When this has been received we can make a decision as to the best proposal.

Fingerposts: Clerk has written to Terry Knights from Essex County Council to thank him for his offer to install the fingerposts and we will contact him when they have been delivered. The order has been placed and they should be ready in 3-4 weeks. They will be stored at the village hall until installation.

Bus Shelter: We have received a grant from Essex County Council for £4900. They have suggested another company who supply wooden bus shelters which may be more in keeping with the rural surroundings. After handing round the brochures and discussing, the "Hassocks" design was chosen and Clerk will order.

Grass Cutting/Hedge Cutting: We had received a number of complaints about the overgrown grass outside 'The Bungalow' along School Road. As a one off, Jobsihate were asked to carry out a cut to the grass along the verge adjacent to the pavement at a cost of £35.

Clerk has received quotes to have the hedges cut in the old and new burial grounds. After discussing the quotations it was proposed to meet with Jobsihate to discuss exactly what needs doing. Clerk to arrange.

Sparrows Corner Ditch: We have received a quote to remove the build up of soil from the ditch which borders the field and the access driveway. After discussion it was decided this wasn’t necessary at this present time.

The Triangle Stones Green: There was a meeting with Philip Watson from the Princes Trust on September 11th. Mrs Mason, Mr Tierney, Mr Eaton and the Chairman were present. They outlined their hopes for the area. The Princess’s Trust have teams of young people who are trying to sort their lives out and they provide training and support for them to help them improve their self respect and attain useful skills and qualifications.

They receive a number of requests for support on projects like ours and they then have to choose which one they wish to undertake. They would need to do a preliminary design and then, once agreed, would proceed with the physical work.

Having seen and discussed what is involved, Mr Watson will take it back to the Princes Trust and if they decide they want to help us, we should hear in 3 or 4 weeks. If we have not been successful this time they will keep all the details on file and we could be more successful next time. They do 3 or 4 projects a year. If we are successful we will need to provide a Portaloo which would cost about £25 a week to hire. The Princes Trust team raise money for each project they undertake by washing cars and other fund raising activities and the amount they raise often determines which project they can help with.

Football Club use of Playing Field: There have been issues with double booking of the football pitch, so after discussion between the Chairman, the Football Club and the Village Hall Committee, it was decided that any future bookings should be referred to Colin Page (at the football club).

The football club have applied for a grant to replace the goal posts, however a condition of the grant it that they have some form of lease to use the pitch for their matches. On this basis, a letter was sent from the Parish Council confirming they lease the field for the matches for the sum of £1.00 per annum, to be reviewed periodically.

Planning: There was one planning application during the summer break and, as it was an uncontroversial application for the trimming of a tree at Tuckedaway Cottage and the majority of the Council were unavailable due to holidays, no meeting was held and no comments were made.

Public Rights of Way: Clerk has contacted Essex County Council regarding the overgrown footpath as mentioned at our last meeting. They have assured us that the path will be cut by the end of September so that the grass will remain short throughout the winter months, before the next cutting period of April/May. The contract with the landowner merely states that he should cut at this time and again in August or September.

Essex County Council appreciate that the grass has grown quickly this year due to the wet and hot weather and they have experienced similar issues throughout Essex. As a result of this, a meeting will be arranged with the landowner and Adam Jenkins, who manages the Headland Management Scheme, before the next season, to arrange a possible third cut in June or July which should keep the grass short throughout the rest of next years summer.

Feedback of sub committees: There have been no village hall or crime prevention panel meetings attended, so nothing to report at this time.

Accounts for Payment

Heritage Memorials	War Memorial	500013	£3351.80
A & J Lighting Solutions	Annual Visit Parts	700765	£76.96
A & J Lighting Solutions	Street Light Maintenance	D/D	£42.54
E-On	Village Hall Lighting	D/D	£25.00
E-On	Village Hall Lighting	D/D	£25.00
E-On	Street Lighting	D/D	£80.91
E-On	Street Lighting	D/D	£80.91
A & J Lighting Solutions	Street Light Maintenance	D/D	£42.54
Mr Neil Andrews	Website Domain Name	700766	£38.17
The Green Gardener	Old Burial Ground	700767	£140.00
Jobsihate	Grass Cutting	700768	£1544.96
Miss J Bootyman	Printer	700769	£178.66
Miss J Bootyman	Clerks Wages & Expenses	700770	£341.22
Jobsihate	Grass Cutting	700771	£349.83
TOTAL			£6318.47

Having been circulated, the accounts were proposed as correct by Mrs Mason, seconded Mr Spurge, carried unanimously.

Clerk will check the Village Hall electric meter readings to make sure we are on track with our payments due to recent increases in energy costs.

We order a wreath each year from the British Legion for the remembrance service and it was proposed by Mr Spurge, seconded Mr Eaton and carried unanimously that we order one this year and make with a donation of £35 to cover the costs.

We have received an income of £600 for plots at the burial ground.

Correspondence: Chairman has received a letter from Tendring District Council about "In Tend" which is a regeneration delivery company which Tendring District Council have established for our area to offer support to the communities. They included the Draft Delivery Plan for 2008/08, outlining their objectives, vision and schemes already identified. This will be useful when planning for the new village hall as it will provide technical support for villages of our size. Proposals for the village hall need to be put before the organisation. Cllr Lines will, when approached, arrange for the appropriate person to help. They want projects which are supported and managed by a community.

Cllr Lines brought to our attention Tendring District Council's E-Planning system and that there is training available. Laptops and projectors can be supplied to Parish Councils for planning meetings to reduce the need for paper copies of applications.


EALC: County Update No 58 Minutes of meeting AGM
Essex County Council: East Essex Area Forum, Essex Works, Making the Links
Tendring District Council: Forward Plan 82, Forward Plan 83
Miscellaneous: The Playing Field, Tendring Community Transport AGM

There being no further business Chairman closed meeting at 9:36pm.

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