KELVEDON HATCH PARISH COUNCIL
Minutes of the Meeting of the Parish Council
held on Thursday 14th September 2017 at 8.00 pm.
1. PRESENT
Cllr R Brooks, Cllr D Jobbins, Cllr J Melsom, Cllr R North, Cllr S Saunders, Cllr A Tanner and D Munro, the Parish Clerk.
4 members of the public were also present.
2. APOLOGIES FOR ABSENCE
Apologies for absence received from Cllr D Liddard, Cllr J Woodhouse and Cllr J Wright.
3. DECLARATIONS OF INTEREST & AMENDMENTS TO THE REGISTER OF MEMBERS INTERESTS
None
4. WELCOME TO NINA McKAY, HEADTEACHER, KELVEDON HATCH CP SCHOOL, REPORTS FROM ECC MEMBER, BBC MEMBERS & QUESTIONS FROM MEMBERS OF THE PUBLIC
Meeting suspended at 7.33pm to allow for this item
BBC Cllr C Poppy advised that BBC would soon be moving out of the Town Hall while it is being refurbished. The refurbishment will take about 2 years.
He also advised that the Local Development Plan (LDP) has been delayed because the government has asked for more houses to be added to the plan.
The Chairman welcomed Nina McKay the Headteacher at Kelvedon Hatch CP School. The issue of parking outside the school was raised and she informed the PC that the school had signed up to an Eco-school scheme which attempts to get children to walk to school. The scheme has had some success.
She had enquired about the Village Hall car park being available for parents to use but had been advised by the VH Trustees that they would have to make a charge of £50 per year. Unfortunately, this was something that the school would not be allowed to pay for but it may be possible to get the PTA to pay for it.
She had also made enquiries about a scheme which operates in other areas where the Local Authority empower the headteacher to issue fixed penalty parking tickets but BBC informed her that that scheme was not operating in this borough.
She also thought that a children’s crossing (lollipop man) outside the school would slow the traffic down and make it a lot safer for children.
Cllr C Poppy agreed to make enquiries about the fixed penalty parking tickets and how to request a children’s crossing.
The public session ended and the meeting resumed at 8.00pm
5. MINUTES OF THE MEETING OF THE PARISH COUNCIL HELD ON 13th JULY 2017
The minutes of the Parish Council meeting held on 13th July 2017 were agreed by members and signed by the Chair.
6. CLERK’S REPORT
a) The clerk reported that notice has been received from the United Trust Bank that the interest rate on our 100 day notice account has been increased from 1.05% to 1.25% with effect from 1st September 2017.
b) He also reported that notification has been received from Aon (our insurance broker) to say that they have decided to cease their involvement in Local Councils insurance market. This will have no effect upon our existing insurance policy which is with a company called Maven. Aon have transferred their clients to BHIB insurance brokers who will be contacting us when the policy is due for renewal. NALC have supported this move to BHIB.
c) The clerk advised that the PCs LaserJet printer used by the Village News editor had broken and needed replacement quickly. After consulting the Chairman, a new one was purchased for £58.33 (+ £11.66 VAT) = £69.99. This is already in use for the next edition of the Village News.
The clerk advised that other items arising are mentioned at other parts of the agenda.
7. FINANCE & ADMINISTRATION
a) Balances / Management of Accounts
Community Account balance as at last meeting 13/7/17 £24,382.10
(less cheques issued following last meeting - £ 3,026.52)
(less cheques issued since last meeting - £ 1,238.47)
(plus income since last meeting + £ 595.00)
(Estimated balance at 14/9/17 = £20,712.11)
United Trust Bank – 60 day notice Account £31,814.17
United Trust Bank – 100 day notice Account £10,335.99
Transactions since last Meeting:
IncomeMaid in Essex / Village News Advert / 150.00
Mrs E Boffo / Village News Advert / 75.00
Red House Farm Riding School / Village News Advert / 75.00
Little Doves Pre-School / Village News Advert / 15.00
Miss M E Harkes / Village News Advert / 30.00
St Michaels Homes / Village News Advert / 125.00
Natural Health Works Ltd / Village News Advert / 75.00
LB Books / Village News Advert / 50.00
Total / 595.00
Cheques issued since last meeting
D Munro / August salary / 946.39
HMRC / August Tax & NI / 292.08
Total / 1238.47
Cheques prepared for this month’s expenditure
NALC / LCR Magazine subscription / 17.00
Brentwood Borough Council / Litter Bin & Dog Waste Bin emptying 4/17 to 6/17 / 405.60
Brentwood Borough Council / Play Area Inspection (x1) / 24.00
J Woodhouse (reimbursement) / Materials – Eagle Field repairs after Traveller incursion / 26.44
D Munro (reimbursement) / New printer for Village News editor / 69.99
Kelhatch Press / Village News Printing (x2) / 1200.00
Brentwood Borough Council / Play Area Inspection (x2) / 48.00
S E Coleman / Village News Editor & Village Correspondent / 250.00
D Munro (reimbursement) / Printer Cartridges / 39.42
PKF Littlejohn LLP / External Audit Fee / 360.00
Viking Direct / Stationery (envelopes) / 27.92
J & S Garden Services / Maintenance of Play Area, War Memorial & Swan Pond (2mths) / 800.00
Evergreen Assessments Ltd / Litter picking July & August and preservative treatment of seats / 887.98
S Saunders (reimbursement) / Backpack sprayer to water planters / 12.79
KDH Garden Maintenance / Blocking off exit at Eagle Field with soil after Traveller incursion / 150.00
Brentwood Borough Council / Clear-up of Eagle Field after Traveller incursion / 194.72
D Munro / September Salary / 946.59
HMRC / September Tax & NI / 291.88
Kelvedon Hatch Village Hall Charitable Trust / Grant for refurbishment of Committee Room / 2500.00
Total / 8252.33
b) To consider and approve payment of invoices received and cheques prepared.
Payment of invoices and cheques prepared as listed above was proposed by Cllr R North, seconded by Cllr R Brooks and approved unanimously by members. Signatories were instructed by the Chair to sign the cheques.
c) Notice of Completion of Audit
The clerk reported that our Annual Return has been signed-off by the External Audit without any comments or recommendations. The Notice of Completion along with a copy of the Annual Return has been posted on the Post Office noticeboard and on the website.
d) Parish Council 3 Year Plan
Cllr D Jobbins had produced and circulated a list of “Frequently Asked Questions” to help explain what the Parish Council does and does not do. He asked members to consider this and to make any suggested amendments or comments. Cllr R North proposed that these FAQs should be posted on the website. This was seconded by Cllr S Saunders and agreed unanimously by members.
Cllr D Jobbins had also produced a further paper outlining possible broad objectives for the plan. It was agreed to circulate this paper for consideration and discussion at the next PC meeting.
e) Drop-in Surgeries
The last Drop-in Surgery was held on 9th September 2017. One member of the public attended who was concerned about road safety issues outside The Briars, Ongar Road. The clerk was asked to make enquiries about how we might get a speed camera at the triangle / junction with Crown Road to slow down traffic coming into the village from the Brentwood direction.
It was agreed that arrangements should be made for the next surgery on 18th November 2017.
f) Village Hall Trustees – Grant request for Committee Room refurbishment
At the May PC meeting David Hughes gave a presentation about this project and explained that he had already been successful in obtaining a substantial amount of grant funding from other sources. At that time he was still pursuing other funding sources, but as it stood he was £7,500 short of the overall cost of the project which was £24,472. The PC therefore agreed to underwrite any shortfall up to a maximum of £7,500. David has been successful in obtaining further funding and the final shortfall is now only £2,500. A Grant Application has therefore been received requesting £2,500 from the PC. This has already been circulated to members.
Cllr R Brooks proposed that a grant of £2,500 be made to the Village Hall Trustees. This was seconded by Cllr J Melsom with members agreeing unanimously.
g) Change of date for the October PC meeting
The clerk reported that work on the refurbishment of the Village Hall Committee Room will be undertaken from late September into October. It will therefore be necessary to have our October PC meeting in the Main Hall which means that it will have to be switched to Wednesday 11th October 2017.
h) Starting time of Parish Council Committee meetings
At our last PC meeting it was agreed to start our PC meetings at the earlier time of 7.30pm for a trial period. It has been suggested that our Committee meetings should also start at this earlier time. This was proposed by Cllr R Brooks, seconded by Cllr J Melsom and agreed unanimously by members.
8. REPORT FROM THE ENVIRONMENTAL COMMITTEE MEETING ON 6th JULY 2017
Cllr D Jobbins briefed members on the main points discussed at the Environmental Committee meeting.
9. RISK MANAGEMENT
a) Play Area update
Play Equipment - The clerk reported that a recent inspection report indicated that a spring on the cable runway (zip-wire) was broken and needs replacing. This is a specialist job and it has been agreed that Sovereign (the makers of the equipment should be called in to carry out this repair.
The latest inspection report (received this week) now indicates that the rust on the Hex Swing frame is serious / dangerous and requires repairing (welding) or replacing. Cllr S Saunders agreed to make enquiries to find someone with mobile welding equipment.
10. MATTERS BROUGHT FORWARD
a) Swan Pond
The clerk reported that the “No rod fishing” sign has been vandalised and removed. It was agreed at the Environmental Committee meeting that this should be replaced by a new “No fishing” sign. Cllr D Jobbins has suggested that we also contact the Environment Agency for advice on how we might discourage fishing at the pond and whether they could take action to enforce the no fishing.
The clerk reported that he had been in contact with Blackmore PC regarding their “Slow – Ducks Crossing” sign. Their sign had been painted by a local artist over 10 years ago and they no longer knew how to contact him. It was therefore agreed at the Environmental Committee meeting that another type of sign should be purchased. After some discussion, it was agreed that 2 signs should be purchased to be mounted back-to-back on a post.
It was also reported that a replacement litter bin had been obtained from BBC Cllr K Parker. This will be installed at the Swan Walk side of the pond to replace the existing one which has rusted through.
Information Lectern
The clerk reported that he had obtained details of one from Earth Anchors which appears suitable for £374.00 + VAT. At the Environmental Committee meeting it was agreed that a proposal to purchase this should be presented to the full PC. Cllr D Jobbins expressed concern that a wooden lectern would be easily vandalised and perhaps we should investigate how much a metal one would cost. The clerk was asked to make a further search for a metal lectern.
Maintenance – Cllr S Saunders advised that we were approaching the time of year when some of the reeds in the pond should be removed and bushes around the pond should be tidied up. It was agreed to get some quotes from professional contractors to carry out this work.
b) Facebook account
Cllr D Liddard is setting this up. In his absence, there was no update on this. It was agreed to carry this forward to the next PC meeting.
c) School Road – 20mph limit flashing lights
Cllr D Jobbins reported that the lights were still not working but there is ongoing correspondence between himself and ECC Highways. He has also submitted a further FOI request.
d) Pedestrian Refuge – Ongar Road, Brizes Corner
Cllr S Saunders reported that the refuge and bollards had been out of action for months following a Road Traffic Accident. It is dangerous for traffic and pedestrians and urgently needs repairing. Although ECC Highways are already aware of the incident ECC Cllr L Wagland advised that the problem should be reported to ECC Highways on the interactive map.
e) Future of the Post Office
No further update.
f) Young Citizenship Award
Cllr D Liddard had asked for this item to be put on the agenda for discussion. In his absence, it was agreed to carry this item forward to the next PC meeting.
g) Eagle Field
The clerk reported that following the traveller’s incursion onto the field the damage has been reported to the police and the insurance company had been notified to expect a claim.
The damage caused consisted of:
- The removal and loss of the collapsible bollard in Swan Lane.
- Wooden rails of the inner fence surrounding the “picnic area” cut through so that their vehicles could leave.
- A kissing gate entrance and hedging ripped out to create another exit from the field.
- Grass surface in the “picnic area” and Swan Lane churned-up by vehicles.
- Rubbish and waste left behind requiring a special clear-up.