MINUTES OF THE MEETING OF PARISH COUNCIL HELD ON WEDNESDAY 9TH NOVEMBER 2016 AT 7.30PM IN ROXWELL READING ROOM

PRESENT:- Cllrs:- C. Pavitt, M. Wallace, F.Corkhill, Dr. V. Bradbury and M. Plom.

IN ATTENDANCE:- Mrs L. Green (Clerk) 1 Parishioner

91. DEMOCRATIC 15 MINUTES

The Chairman read out an E-mail that had been received from Glynn Eastman advising that the school were looking to close the opening between the recreation field and the school field. He was offering for the Parish Council to put a gate in. The Chairman had spoken to the School Secretary who knew nothing about it and the Head Teacher was not available to clarify the situation. The Chairman advised that the School asked for a grant towards the costs of the stile about 15 years ago, Chairman agreed to speak to the Head

Cllr. Wallace reported that dog walkers are not picking up waste on the footpaths. The footpath at the back of Green Lane in particular was in suffering . Cllr. Bradbury reported that the footpath going from The Hare is covered in dog fouling. It was agreed that the Chairman would put a item in the Roxwell Recorder requesting all dog owners to be courteous to all users of local footpaths and clean up after their dogs. Chairman to speak to Cheryl Blake from CCC about providing residents with dog bags.

It was reported that it had been stated in the Roxwell Recorder that the owners of the cottages that had flooded were going to apply for a grant through the Parish Council. The Chairman stated that the owners can apply for a grant as individuals but the Parish Council cannot apply for a grant on their behalf.

Cllr. Corkhill advised that David Webber will do the work on the allotments. There had been a lot of work going on removing rubbish and grass. Cllr. Wallace thanked Roy Cumbers who had been clearing up the leaves in the churchyard.

92. APOLOGIES:-

Apologies for absence had been received from Cllrs. M. Page, Mrs E. Drakeford, Mrs D. Goodwin, CCC Cllr. Mrs Nicolette Chambers and ECC Cllr. John Aldridge . 93. MINUTES OF THE MEETING HELD ON 14TH SEPTEMBER 2016

The minutes of the Meeting held on 14th September 2016 were taken as read and the Chairman was authorised to sign them.

94. VACANCIES ON PARISH COUNCIL FOLLOWING ELECTIONS

The Chairman stated that there is still one vacancy as nobody had come forward to be considered for the position so for the time being the Parish Council will continue to run with 8 Councillors.

95. COUNCILLORS’ DECLARATION OF INTERESTS ON ANY AGENDA ITEMS FOR THIS MEETING.

Cllr. Plom declared an interest in Agenda item 11j and 11o, Minute 101j and 101n, 4 Burrells Cottages, The Street.

96. MATTERS ARISING:-

Nothing to report.

97. REPORT BY CITY CLLR. MRS NICOLETTE CHAMBERS.

No report had been received.

98. REPORT BY COUNTY CLLR. JOHN ALDRIDGE.

No report had been received.

99. POLICE MATTERS

a) Neighbourhood Watch – The Chairman had received notification of burglary hotspots but they had been in , Nothing else to report.

b) Any Other – Cllr. Wallace reported speeding in Galleons Hill. He had spotted a convertible car doing 70mph. There is also a problem in Stonehill Road. The Clerk had heard from a parishioner called Sarah Kirsch complaining about speeding outside her property but she had not stated where she lived. Chairman had tried to contact the parishioner but had been unsuccessful.

100. FINANCIAL MATTERS a) Payments:- £

14/09/16 E-On 44.30 Electricity Sports Pavilion 19/09/16 Homebase 19.95 New Padlock Recreation Field 22/09/16 Mrs.L.Green 186.60 Clerks Salary September 2016 22/09/16 H.M.Revenue & Customs 46.60 PAYE & NIC September 2016 27/09/16 Mr. S. Pavitt 180.00 Maintenance Works to Recreation Field & Toddlers Play Area 10/10/16 Fastsigns 54.00 Reflective Chevrons Recreation Field 10/10/16 Essex & Suffolk Water 79.68 Water Sports Pavilion 10/10/16 M.D. Landscapes (Anglia) Ltd 62.40 Grass Cutting Recreation Field 24/10/16 PKF Littlejohn 120.00 Audit Fee 27/10/16 C & N Steelcraft 1800.00 Height Restriction Barrier Recreation Field 27/10/16 Mrs.L.Green 186.60 Clerks Salary October 2016 27/10/16 H.M.Revenue & Customs 46.60 PAYE & NIC October 2016 29/10/16 Rowan Landscapes 275.00 Hedge removal Green Lane 01/11/16 Mr. S. Pavitt 197.80 General Maintenance Recreation Field 04/11/16 Mrs B.M. Pavitt 66.14 Cleaning Sports Pavilion Sept-Nov plus supplies 09/11/16 Mrs L.J. Green 99.02 Expenses 14.09.16 – 09.11.16 09/11/16 M.D.Landscapes (Anglia) Ltd 124.80 Grass Cutting Recreation Field

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

18.10.16 Transfer £7,500.00 from Current Account to Business Premium Account 04.11.16 Transfer £3,500.00 from Business Premium Account to Current Account

c)Bank Balances.

The bank balances were as follows:-

Current Account - £3,020.16 Business Reserve - £30,356.59 d) Grant Request – Ref. Reading Room – The Chairman stated that £3,000.00 had been approved some time ago. An E-mail had been received from Glynn Eastman detailing that the plans were being re- submitted to the CCC early in the new year. With this latest information, after discussion it was agreed that until such time the Parish Council know what is happening in the future the grant should be withdrawn. It was reported that the Post Office will be moving out of the Reading Room within the next few months. Chairman to write to Glynn Eastman explaining why the Parish Council were withdrawing the grant , and that once new plans have been approved a new application for a grant application could be made to the Council for consideration. e) Audit of Accounts for 2015/16 - The Accounts had been signed off by the external Auditors. They had noted on the report the revaluation of assets needs to be looked into. The Chairman had done this and stated that the figures produced for accounting purposes need to be altered for the Pavilion which should revert back to £84,800.00. The insurance value has to be cost to replace. It was agreed that in future two asset lists would be produced, one for Insurance purposes and one for Accounting purposes. f) Budget and Precept – The Budget prepared by the Chairman,and reviewed by the Finance Sub committee was discussed. It was agreed that with unused set aside funds not now being required it was possible to consider the replacement of the bus shelters at Green lane and The Hare in the 2016/2017 financial year. Since the finance sub committee had met the Chairman had received quotations for the two shelters supplied by Littlethorpe of Leicester Ltd, and also from A.K.Hobson Ltd an approved Essex County Councillor contractor who would carry out all necessary works to remove the existing and install the new shelter. The total cost to carry out this work was £12,710.—plus VAT. By carrying out these works as one project the Council would save a £650.00 delivery charge. The Budget/Precept form was altered to take in the amendments. The precept for 2017/2018 was set at £15,000.00, which was the same as the previous two years Chairman to send out revised Budget sheets to all Councillors. Cllr. Wallace proposed the revised Budget/Precept be accepted, which was seconded by Cllr. Bradbury. All in favour. g) Any Other – Nothing to report.

101. PLANNING MATTERS & APPLICATIONS

a) LITTLE BOYTON HALL FARM, BOYTONS HALL LANE – Building to store baled straw undercover. No Objections. APPROVED. b) MACHINERY STORE, CHALK END FARM, FARMBRIDGE END ROAD – Determination as to whether the prior approval of the local planning authority will be required for the proposed change of use from agricultural building to dwelling house (Class 3). . No Objections. WITHDRAWN. c) GRAIN STORE, CHALK END FARM, FARMBRIDGE END ROAD – Determination as to whether the prior approval of the local planning authority will be required for the proposed change of use from agricultural building to dwelling house (Class 3). . No Objections. APPROVED. d) SHERNOLD, VICARAGE ROAD – Single storey side extension and 2 single storey rear and side extensions. . No Objections. APPROVED. e) LAND AT TIFFANYS, – Conversion of redundant stable block and pit sheds to three residential units and parking. . No Objections. No Decision Yet f) THE WHITE HOUSE, BOYTON CROSS – Two storey side and rear extension. . No Objections. APPROVED. g) THE WHITE HOUSE, BOYTON CROSS (LBC) – Two storey side and rear extension. . No Objections. LISTED BUILDING CONSENT APPROVED. h) OLD MILL HOUSE, STONEHILL ROAD – Single storey and two storey rear extensions. Double garage with attached ancillary buildings. Front porch with first floor extension above. Alterations to existing windows, new first floor side window and new vehicular access with gate. No Objections. APPROVED. i) BOYTON HALL FARM, BOYTON HALL LANE – Grain lean-to side extension off existing agricultural grain store. No Objections. APPROVED. j) 4 BURRELLS COTTAGES, THE STREET – Gleditsia triacanthos – reduce height of tree by 6½ metres. Reason: prevent debris from the tree falling onto the house. The tree is a Robinia pseudoacacia “Frisia”; so the report is wrong, it is not a Gleditisia triacanthos “Sunbust”. Given the tree is located on the northern aspect of the garden, any true perception of light into the house from the work propose would be minimal. Nor doe’s the said species response well to heavy purring as suggested. Given there is a potential weak fork, there is a likelihood that the tree is split if allowed to continue to grow to fall maturity. I therefore conclude that the proposed work is wrong and will not meet the needs and expectations of the client. The Parish Council would suggest that the tree is removed and replaced with something that is more in keeping with a small garden. WITHDRAWN. k) BELVEDERE, BOYTON CROSS - Proposed double hipped roof extension to the existing side extension and detached single garage to the front. No Objections. No Decision Yet. l) BARNS AT MOUNTNEYS, ELM LANE – Conversion of existing barns to three residential units to include partial demolition and alteration of modern utilitarian appendage and provision of glazed link. Construction of new boundary treatment. No Objections. No Decision Yet. m) BARNS AT MOUNTNEYS, ELM LANE (LBC) – Conversion of existing barns to three residential units to include partial demolition and alteration of modern utilitarian appendage and provision of glazed link. Construction of new boundary treatment. No Objections. No Decision Yet. n) 4 BURRELLS COTTAGES, THE STREET - The tree is a honey locust standing at approx. 15 metres. It is in the corner of a small courtyard garden and branches overhang a shared driveway and neighbouring gardens. I believe the tree has reached its full height and to make the tree less top heavy and stable and to avoid debris in the future falling on to my house or neighbouring gardens I would like to have the tree reduced in height by approx 2.5 to 3 metres and the deadwood removed. Removal would be recommended. No Decision Yet. o) BOYTON HALL FARM, BOYTON HALL LANE – Condition 5 – Soft landscaping details. CONDITION DISCHARGED. p) 19 STONEHILL ROAD - Loft conversion with rear dormer and two rooflights to the front. CERTIFICATE OF LAWFUL USE OR DEVELOPMENT APPROVED. q) WASTE DEVELOPMENT DOCUMENT – Nothing to report.

102. RECREATION FIELD/TODDLER PLAYAREA a) Play Equipment Safety Inspection – Minute 45 & 73 - The Chairman had visited the site with Mr Goodwin. They had looked at the items and hopefully Mr Goodwin will do the work this weekend. b) Any Other – Nothing to report.

103. FOOTPATHS a) Footpath 75 – Fingerpost missing – Minute 46 & 74. – The fingerpost has been reinstated. Clerk to remove item from Agenda. b) Footpath 44 – Fingerpost missing off the road from Thatchers Farm to past the river. Footbridge handrail also needs repairing. – Minute 74. – Cllr. Page dealing with reporting.

c) Any Other – Dog fouling had been reported on footpaths.

104. 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.

The Chairman reported that Alison Thompson of English Rural was still waiting for the Diocese’s Solicitors terms of sale of the land. They had promised to come back in 2-3 weeks with an answer. Chairman and Vice-Chairman would if necessary meet with English Rural.

105. TRAFFIC CALMING – THE STREET/VICARAGE ROAD – Minute 92,121,151,24,52,81, 111,134,162,21,52,77,100,122,145,19,44,70,98,127,151,18,48 & 76.

The Chairman had received the Local Highway Panels’ Minutes on the meeting held on 28th September 2016. A speed survey had been carried out for 40mph section of the road. Chairman to check as it should be 30mph stretch. Cllr. Wallace is speaking to ECC about the installation of Village Gateways into village. Highways would pay for them not the Parish Council as it is classed as traffic calming. An application needs to be submitted to Local Highways Panel. Cllr. Corkhill proposed the idea which was seconded by Cllr. Plom. Cllr. Wallace to submit application to Local Highways Panel.

106. KERB STONE DAMAGE IN ST. MICHAELS DRIVE - Minute 85,128,24,48,73,101,130,154,20,50 & 77.

The Chairman advised that the kerb stones had all been re-marked, then removed and temporary tarmac inserts had been put in.

107. FLOODING OUTSIDE ROXWELL PRIMARY SCHOOL – Minute 5,52,77,105,131,155, & 21,51 & 78.

The Chairman advised that all drains had been marked up. Cllr. Wallace had been challenging ECC where the drains empty. He had asked for a rainwater plan but they cannot provide him with one.

108. BIG HOLE BEHIND THE DRAIN OUTSIDE LITTLE DUKES – Minute 5,53,78,106,132,156,22,52 & 79.

The Chairman advised that all drains had been marked up. Cllr. Wallace had been challenging ECC where the drains empty. He had asked for a rainwater plan but they cannot provide him with one.

109. PAVEMENT DAMAGE ST. MICHAELS DRIVE – Minute 84,135,159,24,54 & 80.

Nothing to report.

110. GREEN LANE JUNCTION - Minute 84,136,160,25,55 & 81.

The Chairman reported that all pot holes had been repaired down from the junction with Vicarage Road to Green Lane Farm. The Chairman confirmed that the junction with Vicarage Road was to be re-lined in 2017/18 financial year by Highways. Cllr. Wallace reported that today he had seen lorries going down Green Lane via the permissive road and private road. He suggested putting weight limits on the access as it will ruin the tarmac in Summer when hot. Cllr. Wallace said lorries should not be using the lane for access. Chairman said the Parish Council will keep an eye on the situation.

111. BOYTON CROSS LANE – POTHOLES AND OVERGROWN VEGETATION – Minute 7,27,56 & 82.

Nothing to report. Clerk to remove item from Agenda.

112. GREEN LANE – OVERGROWN HEDGE OUTSIDE NO. 3 – Minute 7,29,57 & 83.

The Chairman advised that neither ECC or CCC could not commit to carrying the works. The Chairman had therefore got a local contractor in at the Parish Council’s expense who had done a good job. The Chairman stated that he had not received any thanks from any residents in Green Lane. Clerk to remove item from Agenda.

113. ISSUES REPORTED TO HIGHWAYS – GENERAL OVERVIEW – Minute 31,59 & 84.

The Chairman had reported fly tipping which will hopefully be removed by tomorrow.

114. ROXWELL MEMORIAL HALL – REPORT BY CLLR. DENISE GOODWIN – Minute 33,60 & 85.

Cllr. Goodwin had advised the Chairman that there was lots of fundraising. The Chairman read out a letter that had been received from the Memorial Hall Committee regarding the treatment towards Cllr. Goodwin. He said he will show a copy of the letter to Cllr. Goodwin. Clerk to remove item from the Agenda.

115. EMERGENCY PLANNING – Minute 61 & 86

Cllr. Wallace was co-ordinating the Emergency Planning but there had been a meeting held regarding the flooding and he was not invited. There had been no comebacks from the advert in Roxwell Recorder.

116. TRAVELLERS.

The height restriction barrier had been erected and height notices put on. Cllr. Wallace reported that two hares had been found after the travellers’ visit. The Chairman advised that the School’s barrier was now also in place. Clerk to remove item from Agenda.

117. GRASS CUTTING ALLOTMENTS – Minute 34 & 89.

The Chairman advised that he had still not seen Anthony. Chairman agreed to fill up his brown bin with the cuttings. Clerk to remove item from Agenda.

118. FLOODING WILLOW COTTAGE AND TIGH SHEE – Minute 90.

The Chairman advised that the owners of Willow Cottage and Tigh Shee had called a public meeting on 11th October 2016 which was well attended. The Environment Agency were there but it was not the right person to answer the questions. ECC only look after the footbridge by the stream. Over the next 9-12 months the Environment Agency are going to do a survey of the flood plain. The Chairman stated the Parish Council cannot help the owners obtain a grant. It was agreed that the Clerk should remove the item off the Agenda as the Parish Council cannot get involved in design etc as they do not have the knowledge.

119. PAYPHONE KIOSK REMOVAL – CONSULTATION BY BT (CHELMSFORD CITY COUNCIL)

The Chairman had received a letter from the Chelmsford Planners advising that they were planning to remove the kiosk as it had not been used for over a year. had also received a letter and were removing theirs. It was agreed that the kiosk in Roxwell should be removed.

120. BUS SHELTERS – RENEWAL OF GREEN LANE AND HARE PH (A1060) SHELTER

The various designs were looked at. It was agreed that the shelter would be erected at Green Lane, and the Hassocks at The Hare. The Green Lane shelter would have one front approach panel glassed and the other three panels boarded up. The hare shelter would just have the approach panel glassed, with the other boarded up.

The total cost would be £10,610.00 and ground works and removal of old shelters would cost an additional £2,100.00 making a total cost of £12,710.00, plus VAT. It was proposed by Cllr. Wallace and seconded by Cllr. Corkhill to accept these quotations. All in favour. Chairman to place orders. The Chairman advised that an overhead cable needs to be shrouded before the removal of the bus shelter in Green Lane.

MEETING CLOSED 8.47pm

CHAIRMAN. DATE

NEXT MEETING – WEDNESDAY 11TH JANUARY 2017 AT 7.30pm IN ROXWELL READING ROOM