East Donyland Parish Council Full Parish Council Meeting 13 th November 2014 School Hall, Rectory Road, Rowhedge starting 7.00pm.

Transcription

1 Cllr Pullon opened the meeting at 7pm and thanked Cllrs Clay, Helliwell and the current Clerk, Susan Allen, plus Myrna Liles, the former Clerk, for all their efforts in bring to fruition the installation of the new Playground plus Myrna. He also praised those who are taking part in the Movember fundraiser. Present: Cllr Tony Pullon, Cllr Phil George, Cllr John Rowland, Cllr Doug Clay, Cllr Nelly Rowland, and Cllr Nina Crouchman plus 13 members of the pubic and Cllr Mike Lilley. 121/14 To receive and accept apologies and to note absences: Apologies received and accepted from Cllr Helliwell; absent Cllr George Stott. 122/14 To minute Disclosable, Pecuniary & non-pecuniary interests of members: Cllr George expressed a Pecuniary interest connected with item 139/14(i), Cllr Clay expressed a non pecuniary interest regarding the football club request & Cllr Rowland stated he had pecuniary interest relative to item 129/14(ii). 123/14 To approve the minutes of the meetings held on 9 th Oct. 2014: The Minutes were approved unanimously. 124/14 Have your say! The Chairman closed the meeting for 15 minutes to ask members of the public to speak on any matters appearing or not appearing on the agenda, relevant to parish business. Ken Jones: Spoke re item 139/14(i) He noted the planning application reference is now a planning permission and spoke on behalf of the Rowhedge Society who would like to work with the PC and the rate payers in any way they can; they would like to provide a sum of money to help with the process of securing a consultant to monitor that conditions relating to the planning permission are met. Neil Chatterjee: Gave his opinion and perception of matters relating to EDCA & RHT and the Chairman s management of some of these; he congratulated EDCA re obtaining s106 funding for the village hall expansion and would like an explanation as how it came about it. He referred to the letter from Redrow regarding the release to the land that was sent in to CBC earlier this year; the Clerk pointed out this was due to a previous Clerk s omission and corrected as soon as the Council was aware. A lot of his statement w as aimed personally at the Chairman. The Chairman responded he plays with a very straight bat. Cllr George responded he is currently looking into how the funding came to happen and he will report back to Council. Action - PG Phil Marlow-Mann: spoke for the RHT re their proposal and letters. He said the initiative was aimed at making use of all the efforts under taken to date. He asked that the proposal, item 131/14(i) be broadened to refer to a working party to engage with other groups rather than solely a business plan. Eve Chart: Stated it was a very nice play area but the hedge on the Rectory side, behind the houses, has not been trimmed back and has a lot of rubbish in it that she cannot get to as our Litter Picker; it needs tidying up; the needles in the High Street also need tidying up as they are an eyesore and slip hazard. Action: The Clerk will organise to address these maintenance issues. Elizabeth Trellis: Stated the new Notice boards are too high, too hard and too wobbly. 125/14 To receive and note reports from: a. County Councillor, Kevin Bentley The Chairman read out an received today. b. CBC Councillor, Mike Lilley: Cllr Lilley gave a brief summary of the Ward Boundary Changes that are proposed for the 2016 Elections. They are intended to reduce the number of Ward Councillors. The Political groups have been asked to submit a report and both the Labour & Conservative parties proposed 17 wards and 51 Councillors. The recommendation proposed is 1 M i n u t e s F C

2 that Cherry Tree will go with Berechurch and we will be part of a new Old Heath Ward which runs from the Roman River to Hythe Hill with the boundary as the Colne River. The Boundary Commissioners want electoral quality and balance. This new ward will have just over 8,000 electors with 3 Borough Cllrs political allegiance dependent on who stands and is elected. He s not sure if the changes will be a good thing but the LibDems are not happy at all. This will mean more coalitions in Colchester with maybe politics taking a back seat. Some of the areas are huge but the number of electors in each ward will be similar. The Parishes will stay the same, including the Parish/Town Councils. Colchester is run on a Cabinet System and they have all the power and say. He prefers smaller Committees to a Cabinet System.. c. The Clerk s Report: Cllr Randall proposed we meet in August 2015, Cllr Rowland 2nded. Chair s deciding vote carried the motion in favour of an August meeting. Action The Clerk to publish the Council s meeting dates on the website and Council notice board. d. To note report/update on NAPS meeting 15 th Oct. Duly noted. e. Colchester Assoc. Of Local Councils to agree a representative for 4 Dec. Cllr Rowland agreed to attend and was handed an Agenda. Action - JR f. Village Bus Representative Elizabeth Trellis: Complained that many of the notices she has put up at bus stops have been removed which is very disappointing. She handed over to the Clerk who had attended a meeting with her, Eve Chart and the First Bus Group in the morning. It was noted that Steve Hartman (First Operations Mgr) had already been round, as promised, to put up notices about Sunday services in the glass notice boards at bus stops in Rowhedge. The Clerk gave a verbal report on their meeting this morning, refer separate report. Action The Clerk g. Update on latest EDCA meeting: Cllr Clay said their next meeting is this Monday. He gave a brief resume on the last meeting from the minutes. At that meeting he asked if EDCA had requested s106 money as allocated on the Wharf Development approval and they said they had not applied for 60k from s106 funds and would write to the Clerk confirming this to date no letter has been received. h. An update from the Dog Fouling Team Cllr Pullon & Dave Slavinskas. DS gave a verbal report and said that some dog owners seemed to be allowing their dogs to foul the pavements even more and he recommended we have a Dog Warden. TP & DS to discuss and report back to the Council. Action TP & DS i. An update on the First Responders project: Cllr Clay is waiting to have a meeting with Steve Coulter re progressing this project although he has been advised that initially we need 12 volunteers and we will need fund-raising to replace the initial supplies given. He is hoping to meet with him soon and Cllr Clay s son is prepared to help and volunteer. All the training and initial equipment is free but replacement costs are approx 2k per year. Action - DC j. An update on the Fire Safety Agent project: Cllr Randall reported she has had no response, enquiries or volunteers. 126/14 To consider adopting the draft Protocol attached to be followed by the Council when a Councillor resigns mid-term and there is a casual vacancy: Cllr George proposed to adopt the draft Proposal, Cllr Crouchman 2nded, carried unanimously. Action The Clerk to post on the website. 127/14 To note the report from the Finance & Personnel Committee Chairman and to discuss the budget/precept requirements for the next financial year: Cllr George stated the Budget will be discussed next week at the F&P meeting so he wouldn t discuss it now but he was prepared to take questions on his report no questions. 2 M i n u t e s F C

3 128/14 To agree payments already checked by Cllr George (refer Payments List): Cllr Clay proposed these were agreed, Cllr Rowland 2nded, carried unanimously. Action The Clerk to action payments. 129/14 To note the minutes of the Maintenance Committee meeting 5 th Nov: Duly noted, no questions. 129/14(i) To consider the proposal that the Council purchase 3 new bins from CBC (including installation) at a maximum cost of 1,000. The Clerk explained that CBC would charge close to The Council agreed to allow a purchase of up to 1,000 from an alternative supplier Realise Futures. Cllr Clay proposer, Cllr Rowland 2nded, carried unanimously. Action the Clerk 129/14(ii)To increase the mooring fees by 5%, except for canoes which should go up to 35 as previously agreed in March 2014 and overnight stays for pleasure craft which should go up from 8 to 10. Cllr Rowland abstained from voting. Cllr Crouchman made the proposal, Cllr George 2nded and carried. Action The Clerk to produce updated Fee & Regulation Notices. 129/14(iii)To increase the budget allocation for maintenance to 21,000 for 2015/16. Cllr Rowland proposed, Cllr Clay 2nded, carried unanimously. Action F&P Committee 130/14 To receive an update from the Clerk re S106 and CIF Funding applications for leisure/recreational projects around the village and to agree to proceed with the MUGA project subject to s106 funds being made available; and to discuss progressing the Outdoor Gym project. Cllr Clay recommended we use Taydal to lay the tarmac before Xmas, and the MUGA by supplied and installed by Park Leisure; and that we hold fire on Outdoor Gym until next month once any CIF funding is known. Cllr Clay proposed we go forward with the Park Leisure MUGA & Taydal tarmac, 2nded Cllr Randall, carried unanimously. Action the Clerk to progress the orders and report back once CIF funding is known.. 131/14 To consider the Village Plan Group s response (letter circulated) to the Council s request that they attend a meeting with Councillors and the RHT to scope and consider the suggestions made by the RHT as noted at the last Council meeting: Cllr Randall explained her reasoning for this proposal. Cllr George commented on the letter from the RHT dated 9 th November 2014 and his concerns. JS interrupted the meeting and was asked to desist. Cllr Clay (The Council s representative on the Village Plan Group) explained the way the Village Plan is aiming to go. Cllr Rowland also stated his views. 131/14(i) To consider a proposal by Cllrs Rowland & Randall that a working group be drawn up of Councillors to work with the RHT to produce an acceptable Business Plan. Cllr Rowland made the proposal, Cllr Randall 2nded, carried 5 in favour, 2 against. Action The Council need to determine how to carry this forward. 132/14 To agree a revised date of Thursday 16 th April 2015 for the Annual Parish Assembly. This means the Council can then book the Village Hall as a venue. Cllr Clay proposed to revise the date to 16 th April, Cllr George 2nded, agreed all in favour. Action The Clerk to make the booking. 133/14 To receive an update re the Edible Rowhedge Project Cllrs Rowland & Randall and to consider Cllr Randall s proposal For a raised bed to be built on the central location with the 1000 donation received and for some sort of plaque thanking Provide to be paid for with that money. To vote on a proposal that additional Council funds be made available to cover extra skip hire, 300 proposer Cllr Rowland. The Edible Garden has received 1,000 sponsorship from Provide (a letter of thanks has been sent) and 30 from the Co-operative Society. 3 M i n u t e s F C

4 Cllr Rowland proposed an additional expenditure of 300 be agreed towards the Edible Rowhedge Project, 2nded by Cllr Rowland, agreed all in favour. Cllr Randall proposed that the 1000 be used for a 2 nd raised bed where the old shrub has been cut back near the Oak Tree, Cllr Rowland 2nded, all in favour. Action - JR to organise more working groups. 134/14 To receive an update on the Community Resilience Workshop that the Clerk attended on behalf of the Council on 24 th Oct. The Clerk recommends that a working group of 2 Councillors and a volunteer resident (plus the Clerk) work towards producing an Emergency Plan the task is too vast for one person. The Chairman decided to defer this item to the next meeting and the Clerk will circulate documents already produced regarding Emergency Planning. Action the Clerk. 135/14 To consider a proposal from Cllr Clay that the Football Club be allowed to install a tarmac footpath from the car park towards the entrance of the Football Club. This would alleviate a trip hazard and mud track that is developing from repeated use. Agreed, all in favour; no expenditure involved. 136/14 To deal with matters arising from the previous Council minutes not dealt with elsewhere in this agenda refer the Action List. The Council referred to the item re installation of the new Playground and were informed that the new oscillating whirligig is causing users to inadvertently kick passers-by; the suggestion is that the Council put a brightly coloured low lying fence on 2 sides to highlight the no go area and prevent toddlers & adults from walking under the equipment. The fence would not be a hazard for users coming off the equipment. The Clerk advised this was a significant hazard that needs to b e addressed immediately. Cllr Malcolm proposed that we spend 575 +VAT on appropriate fencing, Cllr Randall 2nded agreed unanimously. Action the Clerk to progress the order. 137/14 To discuss the Council s response to the Electoral Boundary review and proposed inclusion of East Donyland into a much larger Old Heath Ward going through New Town & the Hythe towards Greenstead. Cllr George asked Cllr Lilley if we could ask to be part of Mersea & Pyefleet yes we could although that is unlikely to happen because of the knock on effect to all other Wards as each has been calculated to have approx. 8,000 residents. Cllr Clay asked if we could keep the Parish, yes Cllr Lilley explained it s actually Rowhedge Parish since Cherry Tree opted out and we are currently East Donyland Ward which will change for The Council had no Council comment to contribute. 138/14 Colchester Borough s new Local Plan to discuss the Parish Council s response to CBC s Questionnaire: Cllr George to take forward on behalf of the Council in consultation with others. Action PG. 139/14 To discuss planning applications and note decision papers as listed: (i) Planning application The Rowhedge Wharf Development To consider the Planning Officer s and Committee s comments and proposals regarding the Wharf Development especially in relation to the allocation of 106 funding; to consider the need to commission a consultant to monitor that conditions are met as stated in the approval document. The Clerk to scope the provisional cost of commissioning such a consultant and obtain estimates and report back to Council. Action the Clerk. ii) Rampling Application ; change of use of Rowhedge Business Park. Change of use of land to plant hire business with continued use of access off Rectory Road. REVISED PLANNING STATEMENT AND NEW POSITION OF SITE ACCESS. Cllr Rowland proposed we object and Cllr George 2nded. All agreed. Action the Clerk to notify Planning Dept. object to this application on the grounds of noise pollution and traffic increase. 4 M i n u t e s F C

5 iii) 22 Albion St ; single storey extension no objections iv) 36 Rectory Rd : dropped kerb no objections v) 88 Rectory Rd : double storey side extension no objections The Clerk to notify Planning Dept we have no objections to these 3 applications. Cllr Pullon to explore CBC training on planning for Councillors. Action The Clerk, TP The Public part of the meeting closed at 8.40pm. 5 M i n u t e s F C

6 Part 2 not part of the Public Meeting. 140/14 To consider Staffing requirements and the appointment of an Assistant to the Clerk: The Council ratified, unanimously, the appt of Nicki Matthews as a temporary clerk s Asst on SCP18. The Meeting closed at 9pm. Signed as a true record:...chairman Date... Nb: The Chairman of this meeting does not believe that the minutes of the meeting of the EDPC held on 9 th Sept in respect of ( ) are a correct record but his view was not upheld by the majority of the Council and therefore the minutes are confirmed as an accurate record of the proceedings. 6 M i n u t e s F C