KELVEDON HATCH PARISH COUNCIL
Minutes of the Annual General Meeting of the Parish Council held on Friday 27th May 2005.
1. PRESENT
Cllr. A. Davies (Chairman), Cllr. D. Angel, Cllr. C. Brown, Cllr. B. Ewens, Cllr. B. Hall, Cllr. D. Hardy, Cllr. C. Jardine, Cllr. J. Kerry. E. Higgins, Parish Clerk. 19 members of the public.
PART 1 Items, which, in the opinion of the Parish Clerk, were considered with the public present at the meeting.
2. APOLOGIES FOR ABSENCE
Cllr. V. Cook, Cllr. J. Wright. Cllr. R. Dyson, ECC Member
3. DECLARATIONS OF INTEREST & AMENDMENTS TO THE REGISTER OF MEMBERS INTERESTS
The following declarations of interest were made: -
Cllr. A. Davies Planning Cllr. D. Hardy KH Community School Planning Cllr. C. Brown Planning Cllr. C. Jardine St Nicholas Church Cllr. B. Ewens St Nicholas Church
4. ELECTION OF CHAIRMAN & DECLARATION OF OFFICE
It was resolved unanimously that Cllr. A. Davies be elected Chairman. Proposed by Cllr. J. Kerry and seconded by Cllr. D. Angel. Declaration of Office signed by Cllr. Davies in the presence of the clerk.
5. ELECTION OF VICE CHAIRMAN
It was resolved unanimously that Cllr. B. Hall be elected Vice Chairman. Proposed by Cllr. A Davies and seconded by Cllr. C. Jardine
6. PRESENTATION AND UPDATE ON THE VILLAGE DESIGN STATEMENT BY CAROL WARE FROM ESSEX RCC
1 The meeting was suspended at 7.35pm to receive a presentation by Carol Ware from the Rural Community Council for Essex, on the Village Design Statement. Questions were also received form the public during this closed session.
Meeting recommenced at 8.40pm.
7. ELECTION OF SUB-COMMITTEE / WORKING PARTY REPRESNTATIVES
It was resolved that the General Purposes Working Party be re-named as the Environmental Working Party
It was resolved that the sub-committees, working parties and representatives on outside bodies would be made up as follows: -
Environmental Working Party
Cllrs. C. Brown, V. Cook, S. Darnley, B. Ewens, B. Hall, C.Jardine, J. Wright.
Social Entertainment Committee
Cllrs. V. Cook, A. Davies, B. Ewens, B. Hall.
Finance Committee
Cllrs. D. Angel, A. Davies, B. Hall, D. Hardy, J. Kerry.
Planning Committee
Cllrs. D. Angel, V. Cook, B. Hall, C. Jardine, J. Wright.
Community Relations
Cllr. A. Davies, B. Ewens.
Village Hall Representative
Representative Trustee: - Cllr. J. Wright. Representative: - Cllr. A. Davies.
PC Nominations to Church Centenary Fund
Cllrs. C. Brown, B. Ewens.
Parish Paths Partnership Scheme
Cllrs. C. Jardine, B.Ewens.
Luthers Fund
2 Cllrs. V. Cook, C. Jardine Brentwood Borough Parish Councils Association
Cllrs. A. Davies, J. Kerry.
Brentwood Local Strategic Partnership
Cllr. B. Hall.
Essex Police Problem Solving Group
Cllr. C. Jardine.
Community Primary School
Cllr. D. Hardy.
8. MINUTES OF THE MEETING HELD 22 ND APRIL 2005
The minutes of the meeting held 22nd April 2005 were agreed and signed by the Chairman.
9. CLERKS REPORT
The clerk updated Councillors on a number of outstanding matters.
10. MEMBERS OF THE PUBLIC QUESTIONS AND REPORT BY ECC MEMBER
This item is minuted under item 6. The ECC member was not present.
11. RISK MANAGEMENT
The clerk reported that he has discussed with Richard Baranofski, BBC options for CCTV coverage to the play area. The Chairman will arrange a site meeting with Mr. Baranofski to discuss this further.
12. ENVIRONMENTAL
a) The Environmental working party had not met. b) It was agreed that this agenda item should be deferred to a later meeting. c) Councillors discussed what could be done to stop the vandalism of the speed camera in Ongar Road and it was resolved that clerk should write to the police suggesting that the camera be relocated after consultation with local residents. CCTV coverage at the site should also be considered. d) It was agreed that this agenda item should be deferred to a later meeting.
3 e) It was agreed that this agenda item should be deferred to a later meeting. f) It was resolved that the PC should endorse the BBC Diversity Strategy.
13. FINANCE & ADMINISTRATION
a) Committee report – no report. b) Balances: - Community a/c £3013 cr Business Tracker a/c £55738 cr
Petty cash spent- nil Petty cash held- £37.10
c) The clerk reported that the internal audit was now complete without any deficiencies and it was resolved to accept the accounts for 31st March 2005 and for the Chairman to sign the Annual Return to the Auditors. Proposed by Cllr. A. Davies and seconded by Cllr. B. Hall. d) It was resolved to re-appoint Carlton Baker Clarke as internal auditors for the year ended 31st March 2006. e) It was resolved to make a grant of £100 to the Kelvedon Hatch Art Club. f) It was resolved to make a grant of £49 to the Kelvedon Hatch Village Society re driver training for the Brentwood Community bus. g) It was resolved to approve expenditure of £300 to replace the removable bollard in Swan Lane footpath. h) It was resolved to make a grant of £100 to the residents of Littlebury Court to replace shrubs in the planters in the communal area. The total cost is £230 and grant funds will be released against sight of the receipts for the full cost.
Cheques drawn since last meeting: -
Allianz Cornhill 101721 1,525.02 The Post Office 101725 30.00 Voluntary Sector Training 101726 25.00 EALC 101727 396.13 J Kerry 101728 16.80 Brentwood Borough Council 101729 208.27 RD Potter (Oddjobbers) 101738 90.75 Kelhatch Press 101731 520.00 Brentwood Borough Council 101732 1,866.77 Viking Direct 101733 143.13 Brentwood Borough Council 101734 352.50 Fane Memorial Hall 101735 21.00 Kelvedon Hatch Art Club 101736 100.00 KH Village Society 101737 49.00
4 K Roast 101739 154.22 E Higgins 101740 350.52 Inland Revenue 101741 91.20
14. VILLAGE HALL
The clerk outlined the response received from our auditors re the ongoing discussions with the Trustees of the Kelvedon Hatch Village Hall Charitable Trust but we are still awaiting a reply from NALC before considering how we should progress this matter.
15. REPRESNTATIVES REPORTS
a) Kelvedon Hatch Village Hall Charitable Trust – no report. b) Community Primary School – no report. c) BBPCA – clerk to write to the local Scout Group indicating that the PC would be willing to consider a grant application in connection with the forthcoming International Jamboree to be held in Essex. d) Brentwood Local Strategic Partnership – the following matters were reported: - . The BLSP action plan for 2004/5 was 92% achieved and a new plan for 2005/6 is in course. . Pepperill House is at risk of having limited opening hours unless members make greater use of its facilities or contribute to the cost of keeping it staffed. . The Essex County Fire & Rescue Service will fit free a fire & smoke alarm to any house referred to them by a member organisation. e) Essex Police Problem Solving Group – no meeting held.
16. PUBLICITY
a) It was resolved that new advertisers to the Village News should be offered 3 adverts for the price of 2 as an opening incentive to continue advertising in the magazine. b) Parish Council website – Cllrs. J. Kerry and D. Angel are making progress with this and the site will be designated www.kelvedonhatch.org.uk The site will be registered under the Data Protection Act and the clerk will be designated to answer any enquiries. It was resolved to go ahead with setting up the site with the assistance of Mr. P. George.
17. PLANNING
Cllrs. C. Brown, A. Davies and D. Hardy declared an interest and left the room.
a) The minutes of the planning meeting held 22nd March 2005 were
5 received. b) The clerk was not able to update members on the three outstanding enforcement issues and will report back to the next meeting.
18. PARISH PLAN
Following the presentation earlier in the meeting by Carol Ware, RCCE it was resolved that the PC should in initiate a Parish Plan or Village Design Statement and the Environmental Working Party will consider how this should be progressed.
19. INFORMATION ITEMS FROM MEMBERS
Cllr. C Jardine reported that Oldchurch Hospital still has mixed sex wards but that things should improve when the new hospital is opened. He is attending a half day seminar on 7th June 2005.
Cllr. B. Hall advised that she has 3 litter pickers if any Councillors want them.
Cllr. D. Hardy advised that he has been trying to get the police to do something about vehicles parking on the grass verge on the A128 near Mill Lane. The police have been unable to identify the problem, as there are no witnesses to the offences (despite the Police office being only a few yards away). Clerk to write to ECC Highways asking them to review whether further measures are appropriate and to replace one wooden post which has been removed at the site.
The clerk was asked to include the following matters on the next agenda: -
a) To consider providing funding to transport Community Safety Officers to the area. b) To consider a donation to the Mayors charity c) To invite the Mayor and partner to the Seniors Christmas lunch
20. DATE OF NEXT MEETING
24th June 2005.
PART 2
Items which, in the opinion of the Parish Clerk, will be considered with the public excluded from the meeting.
There were no items for discussion under this section.
The meeting was closed at 10pm.
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