DRAFT
KELVEDON HATCH PARISH COUNCIL
Minutes of the Meeting of the Parish Council
held on Wednesday 11th October 2017 at 7.30 pm.
1. PRESENT
Cllr R Brooks, Cllr D Jobbins, Cllr J Melsom, Cllr R North, Cllr S Saunders, Cllr A Tanner, Cllr J Woodhouse and Cllr J Wright.
D Munro, the Parish Clerk and 3 members of the public were also present.
(With the delayed arrival of Cllr S Saunders (Chair) and Cllr J Wright, who were attending another meeting,
Cllr R North (Vice Chair) chaired this meeting.
2. APOLOGIES FOR ABSENCE
Apologies for absence received from Cllr D Liddard.
3. DECLARATIONS OF INTEREST & AMENDMENTS TO THE REGISTER OF MEMBERS INTERESTS
None.
For information, Cllr D Jobbins advised that he had been appointed as Vice Chair for the Brentwood Bus & Rail Users Association.
4. REPORTS FROM ECC MEMBER, BBC MEMBERS & QUESTIONS FROM MEMBERS OF THE PUBLIC
Meeting suspended at 7.35pm to allow for this item
BBC Cllr R McCheyne advised that he would like to arrange a meeting with members of the Parish Council to discuss affordable housing for local people.
BBC Cllr C Poppy advised that since exchanging contact details with Nina McKay the Headteacher at Kelvedon Hatch CP School at the last PC meeting there had been no further contact.
The public session ended and the meeting resumed at 7.42pm
5. MINUTES OF THE MEETING OF THE PARISH COUNCIL HELD ON 14th SEPTEMBER 2017
The minutes of the Parish Council meeting held on 14th September 2017 were agreed by members and signed by the Chair.
6. CLERK’S REPORT
The clerk advised that items arising were mentioned at other parts of the agenda.
7. FINANCE & ADMINISTRATION
a) Balances / Management of Accounts
Community Account balance as at last meeting 14/9/17 £20,712.11
(less cheques issued following last meeting - £ 8,252.33)
(plus income since last meeting + £37,038.00)
(Estimated balance at 11/10/17 = £49,497.78)
United Trust Bank – 60 day notice Account £31,814.17
United Trust Bank – 100 day notice Account £10,335.99
Transactions since last Meeting:
IncomeJames Butcher / Village News Advert / 75.00
Brentwood Borough Council / 2nd Half-Year Precept & Discretionary Grant / 36,748.00
RDL Paving / Village News Advert / 125.00
Vikki Clark / Village News Advert / 75.00
Julie Luxford / Village News Advert / 15.00
Total / 37038.00
Cheques issued since last meeting / nil
Cheques prepared for this month’s expenditure
Brentwood Borough Council / Play Area Inspection (x1) / 24.00
J & S Garden Services / Maintenance of Play Area, War Memorial & Swan Pond / 320.00
The Post Office / 100x 2nd Class Postage Stamps / 56.00
S E Coleman / Village News Editor & Village Correspondent / 250.00
5belowzero / Website maintenance (4/17 to 9/17) / 60.00
KDH Garden Maintenance / Installation of litter bin at Swan Pond / 125.00
Evergreen Assessments Ltd / Litter picking September and cleaning of bus shelters / 448.00
D Munro / October Salary / 946.39
HMRC / October Tax & NI / 292.08
Total / 2521.47
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 D Jobbins and approved unanimously by members. Signatories were instructed by the Chair to sign the cheques.
c) Parish Council 3 Year Plan
It was reported that Cllr D Jobbins’ Frequently Asked Questions paper to explain what the Parish Council does and doesn’t do has been posted on the website. Cllr D Jobbins requested the clerk to re-circulate a further paper outlining possible next steps for consideration at the next PC meeting.
d) Facebook Account
Cllr D Liddard was going to set this up. In his absence it was agreed to carry forward this item to the next meeting. However, the clerk was requested to ask Cllr D Liddard to circulate information to update members.
e) Young Citizenship Award
Cllr D Liddard had suggested having a Young Citizenship Award in addition to our ordinary Citizenship Award. This was discussed briefly at our last PC meeting and many questions were raised. The clerk was requested to ask Cllr D Liddard to circulate information outlining his proposals.
f) Senior’s Christmas Lunch invites and arrangements.
The clerk reported that he had prepared all the invites for the lunch and sorted all the envelopes into areas for hand delivery by members. These were distributed to members. The invites were dated 13th October and we are asking for responses by 24th November. He reported that an article has also been prepared for the Village News which always seems to pick up new people who are not yet on our list. Posters will also go up on noticeboards to coincide with the publication of the magazine.
He advised that the Village Hall, the caterer and the entertainer are already booked. Letters to local businesses for sponsorship or donations will be going out at the end of the month.
The clerk also advised that after all the responses are in after 24th Nov, he will again be asking members to hand deliver envelopes containing the tickets.
8. 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.
Cllr S Saunders also advised that he had found a contractor who could carry out mobile welding and he was waiting for a quote to carry out the repair work to the Hex Swing.
9. MATTERS BROUGHT FORWARD
a) Swan Pond
The clerk reported that he will be ordering a “no fishing” sign and two “slow ducks crossing” signs within the next few days.
A replacement litter bin had been obtained from BBC Cllr K Parker. This has been installed at the Swan Walk side of the pond to replace the existing one which had rusted through.
Information Lectern - Following a request at the last PC meeting the clerk had obtained details of a metal lectern. He had recovered the information and quote obtained by Mark Allen for a metal lectern in April 2016. This was circulated to members. It was agreed unanimously that we should go ahead and purchase this metal lectern from Creative Solutions.
b) School Road – 20mph limit flashing lights
It was reported that further emails have been exchanged between Cllr D Jobbins and ECC Highways. ECC Cllr Lesley Wagland was also making enquiries on our behalf. Cllr D Jobbins expressed frustration that the lights were still not working and the fact that ECC Highways will not say why they are still not working. It was agreed that Cllr D Jobbins would prepare the wording for a further complaint about the situation to be sent to ECC Cllr Lesley Wagland and ECC Cllr Ian Grundy, Cabinet Member for Highways.
c) Pedestrian Refuge – Brizes Corner
The clerk advised that following our last PC meeting he had reported the missing bollards on this refuge on the ECC Highways interactive map. The refuge has obviously been inspected since then and some sort of a temporary sign had been put up. BBC Cllr C Poppy was able to update the situation and he reported that the refuge had been repaired today.
d) Future of the Post Office
No further update about the transfer of the PO business to Nisa Stores was available. Our BBC councillors will make further enquiries.
e) Eagle Field
The clerk reported that as requested at the last PC meeting he had obtained some details of more substantial bollards to replace the one that was removed by travellers. Details of these were considered and it was decided that a stainless steel removable bollard with integral lock for £299 + vat from Security Bollards Direct should be purchased. It was also decided to opt for their installation service for a further £90 + vat.
(Proposed Cllr D Jobbins, seconded Cllr R Brooks, voting 5 for, 1 against, 2 abstentions.)
The clerk also reported that he was under some pressure from our insurance company to submit a claim soon. (It has been over 2 months since they were notified that we would be making a claim.)
So far, costs that we will be claiming for are:
J Woodhouse – materials for repair to inner fence £26.44
KDH – Soil barrier to block entrance created where kissing gate used to be £150.00
BBC – Clear-up immediately after traveller’s incursion £162.27
In addition to this will be the cost of a replacement bollard, extra keys and installation £401 + vat.
If we are going to plant hedging beside the soil barrier the cost of this could also be included. The clerk enquired about what sort of hedging plants and how many would be required. Cllr D Jobbins undertook to make some enquiries about suitable plants and let the clerk have the details.
At our last PC meeting we also discussed a concrete based planter opposite the gate in Swan Lane which would prevent vehicles with trailers turning in. Further discussion on this proposal will be necessary.
10. REPRESENTATIVES REPORTS
a) Kelvedon Hatch Village Hall Charitable Trust – It was reported that the refurbishment of the Committee Room is going on at the moment.
Cllr S Saunders enquired whether the VHTs had come to any conclusion about what sort of restriction they would be requesting for Poors Field under the Public Spaces Protection Order. Cllr J Wright advised that the VHTs had made a decision.
b) BBPCA – No meeting
c) Parish Transport Representatives – Nothing to report
11. PUBLICITY
a) Village News – Nothing to report.
b) Website – Nothing to report.
12. INFORMATION ITEMS FROM MEMBERS
Cllr R Brooks reported that the Public Footpath signs at the Stocks Lane / Stocksfield footpath and at Swan Walk had rotted and needed replacement.
Cllr J Woodhouse reported that he had received a complaint from a resident about a van and a car which are now regularly parked in the road outside the bungalows in Blackmore Road.
Cllr D Jobbins reported that consideration was still being given to our application to have our War Memorial listed.
He also requested the PC to consider the provision of a seat at Crown Corner and further requested that this should be dedicated in memory of Bernard Flood.
Cllr D Jobbins also volunteered to attend the ECC Highways briefing at EALC offices on 3rd November 2017. This was agreed.
13. PLANNING
Cllr R North updated members on Planning Applications that had been received or dealt with since the last PC meeting:
10/10/17 / 17/01516/S191 / Ponderosa, Place Farm Lane, KH, CM15 0JB / Application for a lawful development certificate for an existing 1.2m high ranch style fencing / Under consideration10/10/17 / 17/01517/S191 / Ponderosa, Place Farm Lane, KH, CM15 0JB / Application for a lawful development certificate for an existing use of operation or activity for the use of units for independent residential occupation for more than four years / Under consideration
14. PUBLIC SESSION
The meeting was suspended at 9.18pm to allow for the above item.
Brian Smith raised concerns about traffic in School Road and in particular the narrow part in Stondon Massey parish which pensioners going to the Deal Tree surgery have to negotiate without the benefit of a footpath.
He also commented on the amount of dog fouling on Poors Field which is a great concern and unpleasant inconvenience for football teams using the field.
The public session ended at 9.21pm
15. DATE OF NEXT MEETING
It was suggested that the November Environmental Committee and full PC meetings should be switched to the preceding Wednesday in the Main Hall to avoid any overrun in the work on the refurbishment of the Committee Room. This was agreed.
The next Environmental Committee Meeting will therefore be held on Wednesday 1st November 2017 at 7.30pm in the Main Hall.
The next PC meeting will be held on Wednesday 8th November 2017 at 7.30pm in the Main Hall, The Village Hall, School Road, Kelvedon Hatch.