Birch Parish Council MINUTES Of the Council Meeting held on Tuesday 3rd October 2017 at Birch Memorial Hall at 7.30 pm. ______Members present: Mrs. E Bowtle, Mrs. M Campion, Mrs. C Boyce, Mr. A Condron (Clerk) & Clr K. Bentley.
1. Chairman’s opening remarks.
The Chair welcomed everyone to the meeting including representatives from the Portia Group.
2. Apologies for absence
Mr. C Harvey, Mr. P Walsh, Mr. D Ninnim, Mrs. C Cottrell, Zone Warden Mrs. C Law, Clr Mrs. J Maclean & Clr A Ellis.
3. Declarations of Interests to any agenda items
To give any Councillor an opportunity to declare a Personal or Prejudicial interest on any matters covered by the agenda. Members were reminded that, when considering any item, if it became clear that they have an interest they must declare it.
Mrs. Cottrell had declared her interest as a major local land owner and member of the PCC. Mr. Ninnim had declared an interest in a planning application.
4. Public Participation
The public could ask questions relating to work and services of the Council. Questions cannot always be answered at the meeting but will be dealt with appropriately. If a question was also to be discussed by the Council it will be added to the agenda for the next meeting.
Mr. R Carr & Mr. G Carr attended the meeting. Also a representative from the Portia Group, Ms. Leigh Cunningham.
5. Reports from Borough Councillors and Police etc.
(Because the new Ward covers 15 Parish’s the three Councillors alternate their attendance at Parish Meetings as required, ideally at least one Councillor attending each meeting and to report on behalf of all the Councillors who have any action points from the last meeting). Councillors supplied a report and issues discussed Any action points from the last meeting as in agenda item 7 below
The problem of a damaged drain cover in the Heckfordbridge area has now been resolved.
The surface of the footpath between the Birch Gallery & the School will be discussed by the Ward Clrs as a matter of urgency
The Zone Warden supplied a report and issues discussed Any action points from the last meeting see item 7 below
It was agreed that the pickup day at the Village Hall for waste bags etc. should be changed to the first Monday of each month.
It would appear that illegal parking at the Play Area has now ceased
The Police no longer supply reports to the Parish Council Any action points from the last meeting in agenda item 7 below
A Presentation was given by the Portia Group An update on the potential development ideas for the Angel Public House at Heckfordbridge was given by Ms. Cunningham. A Pub/Restaurant together with a bed & breakfast facility was thought to be a good idea. Issues with over hanging trees and the Post Box will be dealt with in due course. Clr Bentley asked to be kept informed as plans develop.
6. Approval of Minutes – 5th September 2017
The minutes of the meeting held on the 5th September were approved and duly signed by the Chair.
7. Matters arising.
St Peters Church –The Church Commissioners have asked the Secretary of State to reconsider the need to hold a non-statutory enquiry based on the latest information available. The Parish Council supports this request and the Church Commissioners original “Footprint Proposal” should an enquiry be deemed not to be needed.
Play Equipment Safety Checks- Mr. Harvey was unable to supply an inspection report but any known issues were discussed.
The problem with the swing seat was brought to the attention of the suppliers of the equipment who have supplied a new step replacement.
A Cause for Alarm reported by Mr. Harvey has been reported to the Police. Birch Surgery Former Premises - Strutt & Parker are currently looking to sale/rent the former doctors Surgery in Birch Street for community use. – no further news
Waste Recycling - An issue in the “Cut by the War Memorial “at Hill side Cottages which was caused by a recycling truck will be looked into - Clr Bentley will discuss with Cllr Maclean.
Remembrance Sunday 12th November – It was agreed that James Payne will lay the wreath at the service.
Proposed Tiptree District Parish Forum - Tiptree Parish Council would like interested surrounding villages in the area of Tiptree to meet 3 or 4 times a year to discuss potential opportunities to all the nearby communities. It has been agreed that further information was needed to decide if this will be of ongoing interest to Birch – no further news
Death of former Parish Councilor Tom Wayman -It was suggested that a plaque be put up in the village hall to remember Mr. Wayman. This item will be carried over to the November meeting.
Affordable Housing in Birch - CBC affordable housing development officer has suggested that a Housing Needs Survey could be carried out to establish the level of need in Birch which the Parish Council approved. – no further news.
New litter Bin Blind Lane – after investigation it was confirmed that Blind Lane does fall within the Parish of Birch. A request from Mrs. Law the Zone Warden that the Parish Council purchase a new bin will be discussed at the November meeting when more Clr’s are present.
#Highway issues being followed up by Clr Bentley.
Clr Bentley will be presenting the outstanding issues below again to the Highways Panel in October for action ASAP.
#Sign Post Hardy’s Green (first reported in September 2014)--The wooden sign post at Hardy’s Green has a section missing & has fallen over due to wood decay and Highways have this pending for future action. The Clerk has asked for the sign post at Fountains Lane to be looked at as well. It was noted at the last meeting that the sign post at Claypits has now fallen down and has been reported to Clr Bentley.
#The Direction Sign’s in Birch Park – (first reported in March 2015) The “Give Way Sign” at the Layer de la Haye end of the road has still not been erected as well as a number of other signs on the road.
#Heckford Bridge Fences (first reported in June 2015)--the bridge painting work has still not been done though Clr Bentley has confirmed this is on Highways list of action points. Further complaints by a resident reported during July 2017 have also been taken up by Clr Bentley and Clr Maclean reported that she believed these should be actioned in the next couple of weeks.
#Play area parking – (first reported in October 2015) It has been agreed that the parking bay and access area to the playing field should be remarked and the number of disabled bays reduced to one.
#Condition of Parish Roads – the pot hole in the middle of the road, on the back road from the Hare & Hounds to Pudding Lane has been reported to Highways & Clr Bentley – this was repaired but not that well because of the underground spring.
#Safety along Mill Lane & Birch Street - requests have been made by residents for improved safety signage along Mill Lane & Birch Street. Clr Bentley has requested that a speed strip be installed and it was agreed that the request should be at the Layer Breton end of the village as only one strip would be allowed to measure speeding issues by the Highways Dept. because of the high demand for these devices. A separate request will be made for a 20mph limit on Mill Lane which would take longer to get any action implemented.
8. Payments Made/Money Received etc.
AMOUNT CHEQUE NO. DETAILS £295.49 101593 Clerk’s wages for September 2017 & PAYE including tax to £59.00 (tax) 101594 inland revenue £26.33 101595 AC & AJ Condron – office hire & Clerks Expenses for Sept 2017 £360 101596 Hill Farm Landscapes – grass cutting September 2017 £214.50 101600 CBC – Litter Pick up Oct - Dec 2017 (invoice due this week) £240 101597 PKF Accountants – External Audit ending 31 March 2017 £36 101598 Clacton Business Services – PAYE Admin Quarter ending Sept 2017 £125 101599 Birch & Layer Breton PCC -Parish News production donation £50 101601 Birch Memorial Hall – Hall Hire July & Sept 2017 £5032.50 RECEIVED CBC Precept October 2017 – March 2018
All invoices were approved and signed
9. Letter/E mail/Tel Issues Essex & Herts Air Ambulance regarding donation-to be discussed
10. Neighbourhood Watch
None reported
11. Web page.
Various updates have been added to the Web Page including the audited annual accounts for the period ending 31 March 2017.
12. Correspondence
Making the Links – October issue 2017 issue.
EALC – October issue 2017
13. Planning applications/approval
Single storey extension at 44 Birch Street – approved by CBC
New Bungalow at Birchwood, Birch Street – approved by CBC
New Side Porch & Annex at Fields End, Birch Street
14. Fly/tipping Issues
None reported
15. Parish Councillor Responsibilities reports
Mr. Harvey – Play & Wildlife Area & Grass reports – (See item 7 above)
Mr. Ninnim – no litter picks or strimming carried out in September.
16. Training Courses October 2017 – December 2017
Cemeteries Management & Compliance – October 3
New Clerks Briefing – October 4
Essex Equals – October 5
Social Media – October 10
Council Finance – October 12
Data Protection Act – November 7 & 9 Councillor Training Day (1) – November 14 & 18
Councillor Training Day (2) – November 22 & 25 Advanced Training Day (1) – November 28
Chairman Short Course – December 2
Advanced Chairman Training Day (2) – December 12
17. Annual Return Audit Year Ending 31 March 2017
The return has been completed & signed off by the auditor. The meeting discussed the auditor’s comments & will take any necessary actions recommended for the next audit in 2018
18. Development of the Heckford Angel Public House
See presentation notes in item 5 above
19. Flooding at Hardy’s Green
Essex County Council has been in touch regarding the ownership of some land in Hardy’s Green as they need to replace or improve some collapsed pipes.
20. ECC Mobile Library Service
ECC are reviewing the Mobile Library Service. The meeting agreed that this should be brought to resident’s attention via the Parish News press release.
21. Art of the Impossible Festival
Details from ECC regarding a number of festival events were discussed by the meeting but no further action deemed necessary at present.
THE NEXT -PARISH COUNCIL MEETING- will be held on Tuesday 7th November 2017 at 7.30 pm.