MINUTES OF THE ANNUAL GENERAL MEETING OF PARISH COUNCIL HELD ON WEDNESDAY 9TH MAY, 2018 AT 7.30PM IN ROXWELL PRIMARY SCHOOL

PRESENT:- Cllrs:- C. Pavitt, M. Wallace, M. Page, Dr. V. Bradbury, M. Plom & Mrs Sarah Chivers.

IN ATTENDANCE:- Mrs L. Green (Clerk) 2 Parishioners

1. ELECTION OF CHAIRMAN.

Cllr. Wallace took the chair. Cllr. Wallace proposed Cllr. Chris Pavitt. Cllr. Bradbury seconded the proposal. All in favour. Unanimous vote. Cllr. Pavitt was happy to re-stand and signed the Declaration of Acceptance of Office form. Cllr. Wallace thanked Cllr. Pavitt on behalf of the village and stated that Cllr. Pavitt does an absolutely marvelous job and he would be sadly missed if he stood down.

2. APPOINTMENT OF VICE-CHAIRMAN

The Chairman took the chair. Cllr. Pavitt proposed Cllr. Wallace. Cllr. Plom seconded the proposal. All in favour. Cllr. Wallace signed the Declaration of Acceptance of Office form. Cllr. Pavitt said that he is indebted to Cllr. Wallace’s help, especially with the Affordable Housing.

3. APPOINTMENT OF REPRESENTATIVES

Memorial Hall Committee - No-one was appointed. Cllr. Wallace suggested the Memorial Hall send a copy of the Agenda to meetings to the Parish Council and if they feel it is needed then they will send a Councillor to the meeting. Recreation Field Sub Committee - Chairman, Vice-Chairman, Cllrs. Page & Plom – All in favour. Association of Local Councils - Chairman – All in favour. Finance Committee - Chairman, Vice-Chairman, Cllrs. Goodwin, Page & Bradbury – All in favour Footpath Representatives - Cllr. Page – All in favour. Roxwell Charities - Mrs.Jan Webber – 4 year term ends next May Responsible Financial Officer - Clerk - Lorraine Green – All in favour. Internal Auditor - Cllr. Pavitt proposed Martin Fairhurst which was seconded by Cllr. Wallace – All in favour. Planning Committee - Chairman, Cllrs. Page, Plom &, Bradbury – All in favour. Tree Warden - Cllr. Page – All in favour. Bus Transport Representative - No-one elected. Allotment Wardens - Cllr. Pavitt proposed Cllr. Corkhill. Seconded by Cllr. Wallace.

Data Protection Officer - Cllr. Pavitt proposed Cllr. Goodwin. – All in favour.

4. DEMOCRATIC 15 MINUTES

A parishioner, reported witnessing a driver coming from the Hare one tyre width over the white line on the corner by Thatchers Farm and nearly had a head on collision. The car coming from Roxwell could not be see the cars coming from The Hare due to the height of the hedge. The parishioner feels the hedge should come down. It was pointed out that there are low railings within the hedge row. The parishioner to take up the issue with Cllr. Aldridge and Highways. The Chairman said the Parish Council would give its support on the matter. Cllr. Wallace felt that if you take the hedge down it will make cars go faster. The hedge makes people slow down.

Cllr. Wallace reported that he had been approached by a resident from Hill Farm Cottages on the A1060. Due to worries about speeding traffic, and the safety of children getting off the school buses. Jon Simmonds at ECC Highways had been asked to do an ATC. The results of which had been received and showed an the average speed eastbound had been 54mph and westbound 51.2mph. The mean average was 85% of the speed limit. The results where from an average daily volume of over 3000 vehicles in each direction. If the speed limit is reduced people will still speed. Cllr. Wallace felt it being safe had not been taken into account. Cllr. Wallace had spoken to the resident and invited them to attend the meeting, but they were not able to attend. Cllr. Wallace read out a report from the resident in response to ATC survey and comments that had been made. It was agreed this would be scanned and sent to Jon Simmonds asking him to respond to the resident directly, A copy would also be sent to ECC Cllr. John Aldridge. It was agreed that all Councillors would look at the document. The Parish Council supported what the resident was saying. The Chairman advised that it was unlikely ECC Highways would do anything if it was not an accident hotspot. The reduction of speed limits is something that Highways do with input from the Police.

The Chairman reported that The Coriander will now be known as 1,2,3,4 The Keys.

The Chairman read out the following allotment report from Cllr. Corkhill. Progress is being made. New residents have taken a plot that had been relinquished last year, and have begun to develop it. They hope to expand next year into one of the areas not worked for a few years. I have arranged for them to come along before the start of the July meeting to pay their returnable deposit. Another resident has expanded the plot he had last year and he cuts some of the unused surrounding areas to keep them tidy. It was hoped that some of the unused area’s would be cut down in the coming week.

5. APOLOGIES:-

Apologies for absence had been received from Cllr. F.Corkhill, Cllr. Mrs. D. Goodwin, ECC Cllr. John Aldridge and CCC Cllr. Mrs Nicolette Chambers.

6. MINUTES OF THE MEETINGS HELD ON 14TH MARCH 2018

The minutes of the Meetings held on 14th March 2018 were taken as read and the Chairman was authorised to sign them.

7. VACANCIES ON PARISH COUNCIL FOLLOWING ELECTIONS

There was one remaining vacancy. Sarah Chivers attended the meeting and gave a brief summary of why she wanted to join the Parish Council. The Chairman proposed Mrs Chivers was co-opted onto the Parish Council which was seconded by Cllr. Wallace. All in favour.

8. COUNCILLORS’ DECLARATION OF INTERESTS ON ANY AGENDA ITEMS FOR THIS MEETING. ‘ Nothing to report.

9. MATTERS ARISING:-

Nothing to report.

10. REPORT BY CITY CLLR. MRS NICOLETTE CHAMBERS.

No report had been received.

11. REPORT BY ESSEX COUNTY CLLR. JOHN ALDRIDGE.

No report had been received.

12. POLICE MATTERS a) Neighbourhood Watch – Nothing to note for Roxwell. b) Any Other – Nothing to report.

13. FINANCIAL MATTERS a) Payments:- £

16/03/18 – CQ 102246 Screwfix 65.97 Renewal of bird spikes and spring bay 21/03/18 – CQ 102247 1st Roxwell Scout & Guide Group Committee 30.00 Hire of hall 26/03/18 - CQ 102248 Mrs.L.Green 188.60 Clerks salary March 2018 26/03/18 - CQ 102249 HM Revenue & Customs 47.00 PAYE & NIC March 2018 26/03/18 - CQ 102250 Roxwell Memorial Hall 875.00 Grant for car park 01/04/18 - CQ 102251 NWG Business 63.77 Water Sports Pavilion 03/04/18 - CQ 102252 Mr.S.Pavitt 299.00 General Maintenance Recreation Field 02/04/18 - CQ 102253 Essex Playing Fields Association 40.00 Best Kept Playing Field Competition Entry and Annual Membership Renewal 03/04/18 - CQ 102254 Roxwell P.C.C. 50.00 Litter Pick Refreshments 06/04/18 - CQ 102255 M.D. Landscapes (Anglia) Ltd 66.00 Grass Cutting Rec. Field 25/04/18 - CQ 102256 Mrs.L.Green 188.60 Clerks salary April 2018 25/04/18 - CQ 102257 HM Revenue & Customs 47.00 PAYE & NIC April 2018 25/04/18 - CQ 102258 Mr.S.Pavitt 227.00 General Maintenance Recreation Field 06/05/18 - CQ 102259 Mrs B.M. Pavitt 67.15 Cleaning Pavilion Feb/Mar 18 and supplies 03/05/18 - CQ 102260 EALC 299.72 Annual Subscription Renewal 03/05/18 - CQ 102261 Glasdon UK Ltd 152.02 Dog Bin Cooksmill Green 07/05/18 - CQ 102262 Fasthosts 99.10 Website Annual Renewal 07/05/18 - CQ 102263 M.D. Landscapes (Anglia) Ltd 198.00 Grass Cutting Rec. Field 09/05/18 - CQ 102264 Mrs.L.Green 154.85 Expenses 14 Mar – 9 May18 07/05/18 - CQ 102264 Mr C Pavitt 71.50 Chairman’s Mileage Expenses

The above payments were approved by the Parish Council. b) Transfer of Funds.

03.04.18 Transfer £1,000.00 from Business Premium Account to Current Account

26.04.18 Transfer £7,500.00 from Current Account to Business Premium Account c)Bank Balances.

The bank balances were as follows:-

Current Account - £ 3,201.05 Business Premium - £23,922.78 d) Approval of Accounts for 2017/18 including Approval of Annual Return and Statement of Assurance for Accounts 2017/18 and Certificate of Exemption – The accounts were discussed, it was agreed they showed a true reflection of the Councils work over the year, the Chairman and Clerk were authorised to sign the documents. Proposed by Cllr. Page and seconded by Cllr. Wallace. Chairman to arrange for internal audit to be carried out. Clerk to return Certificate of Exemption to PKF Littlejohn, external auditors, by June. e) Audit of Accounts for 2017/18 and Appointment of External Auditor – PKF Littlejohn are the External Auditors for this year. The Chairman advised that an external audit no longer needed to be carried out and just a Certificate of Exemption needed to be sent to PKF Littlejohn. f) Remuneration for Internal Auditor – It was agreed that a fee of £50.00 would be paid to the Internal Auditor. All in favour. g) Insurance – The Chairman advised that the Parish Council were currently in the fourth year of a 5 year term. h) Clerk’s Salary – The Clerk and public were asked to leave the room whilst the Clerk’s salary was discussed. Clerk is currently on SCP25. An increase was agreed. This equated to £2,882.88 per annum, £240.24 per month or £12.01 per hour. The Chairman advised that the increase would be backdated to 1st April 2018 so therefore the Clerk was due £4.71 back pay which she could add to her next month’s salary. i)Grant request from Roxwell Memorial Hall – Re markings to car park. – Minute 106 & 128. The grant had been paid. The speed hump has not been done yet, but the Memorial Hall have the bits to do it. Clerk to remove item from Agenda. j) CIL Payment Received – £2,209.79 had been received from CCC relating to development at The Coriander, Cross Keys. The Chairman suggested putting the money towards defibrillators as this benefits the whole village. k) Any Other – VAT refund of £939.31 had been received and £7,500.00 from CCC for 1st half Precept.

14. PLANNING MATTERS & APPLICATIONS

a) LAND AT 48 ST. MICHAELS DRIVE – Part-retrospective amendments to previously approved permission 16/00243/FUL to include two dormer windows and a rooflight to the front of roof pitch, a rear dormer window, and a ground floor side window. No Objections. No Decision Yet. b) BARN 17, BOYTON HALL FARM, – Construction of steel framed portal building for storage of potato boxes. No Objections. No Decision Yet. c) LITTLE BOYTON HALL, BOYTON HALL LANE - Construction of a new warehouse building for the purposes of Storage/Distribution and Business uses (Use classes B1, B2, and B8). No Objections. APPROVED. d) LAND AT BARN 3 MOUNTNEYS, ELM LANE – Construction of stable block with tack room and hay store. No Objections. APPROVED. e) ROXWELL QUARRY COMPLEX, BOYTON CROSS - For continuation of development permitted by planning permission ESS/05/15/CHL without compliance with conditions 2, 3, 15 to allow the restoration of Area Z, the Former Plant Site and Brittons Hall Farm Landfill Site to be completed by 31 December 2019. ESS/05/15/CHL was for the following development ‘the modification to the restoration profile and the restoration scheme for the non-hazardous landfill arising from overtipping of approx. 85,250 cubic metres (part retrospective). Enhanced restoration of a former landfilling area by the importation of inert materials and biosolids to enable agricultural after-use and restoration scheme for the former mineral processing plant site to woodland, nature conservation and agricultural after-uses (including retention of hardstanding and workshop). All to be completed by 31 December 2015. No Objections. No Decision Yet. f) TYE HALL LODGE, TYE HALL CHASE – Detached single garage. No Objections. REFUSED. g) 66 ST. MICHAELS DRIVE – Single storey front and side extensions including garage conversion. Two storey rear extension. No Objections. No Decision Yet. h) 22 ST. MICHAELS DRIVE – Two storey rear extension. No Objections. No Decision Yet. i) GRAIN STORE, FARM, FARMBRIDGE END ROAD – Conversion of agricultural barn to two dwellings. No Objections. No Decision Yet. j) 14 THE STREET – Part single, part two storey side & rear extension. First floor front extension. No Objections. No Decision Yet. k) 41 STONEHILL ROAD – Single storey side, front and rear extension and extend hipped roof by window to front. No Objections. No Decision Yet. l) SITE AT 14 ST. MICHAELS DRIVE – Single storey rear extension and single storey side extension to create a self-contained one-bedroom unit. No Objections. No Decision Yet. m) BARNS AT MOUNTNEYS, ELM LANE - Condition 13 - a) A licence issued by Natural pursuant to Regulation 53 of The Conservation of Habitats and Species Regulations 2010 authorising the specified activity/development to go ahead; or b) a statement in writing from the relevant licensing body to the effect that it does not consider that the specified activity/development will require a licence. CONDITION DISCHARGED. n) BUILDING WORKS BY COMPRESSOR STATION ON A1060 AT THE HARE – The Chairman advised this was a temporary compound as they are doing a lot of upgrading works but cannot store the equipment on site due to safety reasons. There is 24/7 security on the compound.

15. RECREATION FIELD/TODDLER PLAYAREA a)Play Equipment Safety Inspection – The safety inspection should be carried out in early May. The Chairman had put bird deterrents on the play equipment fence to protect the equipment from bird mess. b) Any Other – The Chairman advised that both football teams had now finished. Due to players being unavailable both the Saturday and Sunday sides had cancelled 2 end of season matches. The cricket is starting this week. At the time of the meeting the Chairman was unsure on if the teams would be playing in the 2018/19 season.

16. FOOTPATHS a)Any Other – The damaged kissing gate on F71 had been reported but nothing has been done yet. A rope has been put up to stop the horses getting near it.

17. AFFORDABLE HOUSING – Minute 116,144,20,40,59,85,114,145,18,46,76,106,131, 159,19,50,75,99,121,144,18,43,69,97,126,150,17,47,75,104,134,157,17,41,65,88,110 & 132.

The Chairman and Vice-Chairman had attended a meeting with CCC and English Rural to discuss the results of the second survey as the last one was out of date. It was very positive news. All the plans have been drawn up although some slight amendments are needed but it is all moving ahead. Cllr. Wallace reported that the criteria for selecting from the survey will ensure the houses will only be for rent. There will be 2 affordable market houses which will be available to local residents for 75% of the market value. Residents will have to be on the housing register to be considered for a property. The planning should be completed by end of May and the houses completed in one year. Cllr. Wallace advised that tenants should be aware of their Council contracts. If the houses are not filled with local residents of Roxwell the Parish Council will nominate the tenants come from Willingale, and Highwood.

18. BIG HOLE BEHIND THE DRAIN OUTSIDE LITTLE DUKES – Minute 5,53,78,106,132,156,22,52, 79, 108,138,161,21,45,67, 90,111 & 133.

The matter was still outstanding.

19. HORSES DEAD SLOW, HORSES CROSSING SIGN IS NEEDED BY LIGHTFOOT1S FARM ON THE APPROACH FROM WILLINGALE ON SKREENS PARK ROAD – Minute 4,48,70,93,113 & 134.

The matter was still outstanding. Cllr. Wallace suggested getting two signs made up similar to those that have been in place on Galleons Hill and Stonehill Road, were the 30mph limits start. The Chairman agreed to organize the purchase of the signs. The wording on the signs to read @ KILL YOUR SPEED.

20. VILLAGE GATEWAY APPLICATION TO LOCAL HIGHWAY PANEL – LCHE 172013 – Minute 52,72,94,114 & 135.

Nothing to report. Cllr. Wallace to chase Highways.

21. GREEN LANE RESURFACING – Minute 117 & 137.

The matter was still outstanding. The weather had put a dampener on getting it finished.

22. DEFIBRILLATORS – Minute 78,118 & 138.

Cllr. Bradbury had written an article in Roxwell Recorder and a number of people felt it was a good idea. 9 people had volunteered. It was agreed as Parish Council to go ahead and arrange funding. Cllr. Bradbury reported that the residents of Cooksmill Green would like a defibrillator by the Chapel. Cllr. Wallace suggested placing it on the wall by the telephone exchange. This was felt a better place than on the Chapel as there are new telephone lines and power here. One parishioner is a trainer for the Red Cross and he would be willing to train volunteers. Cllr. Bradbury had asked the Heartbeat Trust to go through the National Lottery grant funding application form. They have gone through the document and given ideas about how to complete. Cllr. Bradbury stated that the community funds mentioned by ECC Cllr. Aldridge were also possibilities together with local fundraising and donations. The Chairman said he was happy to start instigating grants. Cllr. Bradbury said he was looking at the managed solution by Heartbeat Trust Fund and then they would look after the defibrillator including maintenance, training etc. Chairman to go through the National Lottery application form and complete the missing details. The Chairman thanked Cllr. Bradbury for the time and effort he had put in to date.

23. 2018 LITTER PICK – 14TH APRIL 2018 – Minute 142.

It was a nice sunny day and 38 people had attended. The Chairman thanked Hugh Dibbens for organizing the event and cajoling attendees. Bacon butties and cakes were provided with the money donated from the Parish Council.

24. DATA PROTECTION OFFICER – Minute 143.

Cllr. Goodwin had been appointed as Data Protection Officer. The Chairman advised that individuals will need to complete consent forms. It was agreed to hold over the completion of the consent forms until the July meeting.

25. POT HOLES IN ST.MICHAELS DRIVE AND THE STREET - Minute 7 in APM Minutes

The Chairman advised that every pot hole in St. Michaels Drive had been noted on the Essex Highways website.

26. METAL STICKING UP ON DRAIN BY STONEHILL FARM - Minute 7 in APM Minutes

The Chairman had inspected the area but could not see anything. He advised that BT had been working there. Clerk to remove item from the Agenda.

27. COOKSMILL GREEN – DOG BIN BY WELLINGTON HOUSE

Following a request from a parishioner a dog bin had been ordered and erected on the footpath by Wellington House in Cooksmill Green. The parishioner had installed the bin and agreed to empty it. Clerk to remove from agenda.

MEETING CLOSED 8.51pm

CHAIRMAN. DATE

NEXT MEETING – WEDNESDAY 11TH JULY 2018 AT 7.30PM IN ROXWELL READING ROOM