PARISH COUNCIL

Minutes of the Meeting of the Parish Council held on Thursday 11th June 2015 at 8.00 pm.

1. PRESENT Cllr M Allen, Cllr C James, Cllr D Jobbins, Cllr Y Maguire, Cllr S Saunders, Cllr D Stacey, Cllr A Webster, Cllr J Woodhouse and Cllr J Wright. 4 members of the public were also present and D.Munro, the Parish Clerk.

2. APOLOGIES FOR ABSENCE Apologies for absence received from Cllr R North. (In the absence of Cllr R North the meeting was chaired by Cllr C James, the Vice Chair.)

3. DECLARATIONS OF ACCEPTANCE OF OFFICE The Declaration of Acceptance of Office was received from Cllr A Webster.

4. DECLARATIONS OF INTEREST & AMENDMENTS TO THE REGISTER OF MEMBERS INTERESTS Cllr D Jobbins had completed a new Declaration of Members Interests form. He wished to declare that he was now a member of a political party. No other declarations were received.

5. REPORT FROM ECC MEMBER, BBC MEMBER & QUESTIONS FROM MEMBERS OF THE PUBLIC Meeting suspended at 8.02pm to allow for this item BBC Cllr R McCheyne advised that the list of jobs for the NATs team to undertake should be sent to him by Wednesday 17th June 2015. The public session ended and the meeting resumed at 8.03pm

6. MINUTES OF THE MEETING OF THE PARISH COUNCIL HELD ON 14th MAY 2015 The minutes of the Parish Council meeting held on 14th May 2015 were agreed and signed by the Chair.

7. CLERK’S REPORT The clerk reported that items arising were listed for discussion at other parts of the agenda.

8. RISK MANAGEMENT a) Play Area update – The clerk advised that the matting at the Zip Wire has been laid and consideration is now being given to a top up with bark. He also advised that he had written to BBC to ask for more detailed information about the wear on the cradle swing chains.

9. MATTERS BROUGHT FORWARD a) School Road parking & Speed Limit – The clerk reported that he understand that ECC Highways engineers are producing a scheme for a variable 20mph speed limit to be submitted to the LHP for consideration. The LHP meeting was on 8th June 2015. He was not aware if this item was discussed.

b) Speed Limit, Church Road – The clerk reported that the LHP meeting was on 8th June 2015. He was not aware if this item was discussed.

c) Road Safety, Ongar Road (Brizes Corner to Crown Corner) - At our last meeting it was reported that as this is a “Priority Route” very little could be done. The clerk advised that the erratic operation of the VAS sign has been reported to ECC Highways. The clerk was asked to enquire why this section of the A128 was designated as a “Priority Route” whereas south of Brentwood the A128 passing through Ingrave had a 30mph speed limit. The clerk was also asked to enquire how much it cost to have the VAS sign recalibrated every time it went wrong.

d) Ongar Road pedestrian refuge – The clerk reported that letters have been sent to ECC Cllr R Bass, the Coroner and the Police Investigation Unit. It is unlikely that we will hear anything until the conclusion of the investigation and the inquest and the report back to the LHP.

e) Stocks Lane / Road traffic island – It was reported that ECC Highways are re-examining the junction to come up with another solution to the problem. Results will be reported to the LHP. The LHP meeting was on 8th June 2015. It was not known if this item was discussed.

f) Dangerous parking of vehicles – BBC Cllr K Parker was not present and therefore unable to update the PC on progress made on this item.

g) Superfast Broadband – It was reported that we were still awaiting details of the Phase 2 plans.

h) Football Club Grass Mower replacement. – It was reported that the Football Club were awaiting a visit from Upsons to assess whether the mower could be repaired. It was agreed to remove this from future agendas until there was something to report.

i) Swan Pond – Maintenance – Cllr C James reported that it is proposed to have another tidy up of the pond. He will be leading a small working party. Information Lectern – Cllr A Webster reported that this was all ready for installation. He proposed to do this at the same time as the pond tidy up.

j) Swan Lane Bollards – Cllr C James advised that this was in hand and would be done soon. It was agreed to remove this from future agendas unless there was something to report.

k) Dog Fouling – It was reported that a meeting was being arranged with David Carter, the Environmental Health Manager at BBC to visit Poor’s Field. The clerk advised that he had obtained a small “No Dogs Allowed” sign and put it up by the entrance gate to the picnic area in Eagle Field.

l) Re-use of the Crown Corner Recycling Centre Site - Cllr M Allen had asked for this item to be put on the agenda. He felt that the PC should be proactive in determining how the site should be used. It was reported that the site was owned by ECC. It was agreed that the clerk should make some preliminary enquiries to find out if ECC would be prepared to let the PC take this site over.

m) Visit by the NATs team in w/c 22nd June 2015. The clerk reported that jobs already lined up for the NATs team to tackle were: - Path clearance from Brizes Corner to the Camping Shop on Ongar Road. - Removal of a bramble bush at the footpath between Glovers Field and Kelvedon Green. - Repair of the bent Glovers Field street name sign. - A cut back of the hedge at the Swan Lane / Fox Hatch walk-through. - A cut back of the hedge at the kissing gate entrance to Eagle Field in Blackmore Road. No further jobs were suggested by members. The clerk undertook to pass this list on to BBC Cllr R McCheyne.

10. FINANCE & ADMINISTRATION a) Balances / Management of Accounts Community Account balance as at last meeting 14/5/15 £34,577.02 (plus income since last meeting + £ 750.00) (less cheques issued following last meeting - £ 7,544.56) (Estimated balance at 11/6/15 = £27,782.46) Scottish Widows – 3 Year Fixed Term Deposit £20,000.00 United Trust Bank – 60 day notice Account £30,631.09

Transactions since last Meeting: Income S D Howe Village News Advert 150.00 Ashford Executive Village News Advert 75.00 Cars Chelmer Chimney Village News Advert 75.00 Services A W Home Village News Advert 75.00 Maintenance HPS Village News Advert 75.00 Chelmsford Plumbing Village News Advert 75.00 & Heating Abacus Tree Services Village News Advert 150.00 L J Barnes Village News Advert 75.00 Total 750.00

Cheques issued since last meeting Total nil

Cheques prepared for this month’s expenditure Namesco Limited Website name & Email address (2yrs) 125.17 Viking Direct Stationery & 100x 2nd Class Postage Stamps 113.63 D Munro No Dogs Allowed Sign 6.74 (Reimbursement) A M Sewell & Co Ltd Internal Audit Fee 360.00 Kelvedon Hatch Hire of Recreation Field 6918.42 Village Hall Kelvedon Hatch Hire of Village Hall 365.24 Village Hall J E Dobre V News editor & Village correspondent 185.00 Evergreen Litter picking May 420.00 Assessments Ltd J & S Garden Services Maintenance of Play Area, War Memorial & 320.00 Swan Pond D Munro June salary 875.26 HMRC June Tax & NI 338.68 Total 10028.14 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 A Webster, seconded by Cllr Y Maguire and approved unanimously by members. Signatories were instructed by the Chair to sign the cheques. c) Internal Audit Report The clerk reported that the Internal Audit had been carried out by Mike Raistrick of A M Sewell & Co. The report had already been circulated. No items of concern had been raised. He had also completed Section 4 of the Annual Return for the External Audit. d) Completion of the Annual Accounting Statement and Annual Governance Statement for 2014/15. The clerk advised that following the Internal Audit we now have to complete Sections 1 & 2 of the Annual Return before sending this off to the External Audit. This has to be with them on Monday 15th June 2015. Copies of Sections 1 & 2 had already been circulated to members. Cllr C James proposed that Sections 1 & 2 of the Annual Return as presented should be signed. This was seconded by Cllr A Webster and agreed unanimously by members. Cllr C James as acting Chair and the clerk signed the Annual Return.

e) Maturity of 3 Year Fixed Term Deposit. The clerk advised that our 3 year Fixed Term Deposit with Scottish Widows matured on 1st June 2015. We have had £20,000.00 in this account for the last 3 years earning 3.5% interest. When it matured the £20,000.00 was put into a Maturity Base Rate Tracker Account earning just 0.5%. He advised that if we were to re-invest this in another 3 Year Fixed Term Deposit with Scottish Widows the interest rate they are now offering pays only 1.4%. He advised that he had searched internet comparison sites for the best savings interest rates available with other banks and they are all offering similar rates. However, because we already have a 60 day notice account with United Trust Bank the interest rate they are offering to existing savers on deposits in this account is 1.9%. We already have £30,631.09 in this account and we could add more. The clerk advised that money in this account can be withdrawn with only 60 days notice and it is probably the best place for it until interest rates increase. It was proposed by Cllr C James that our £20,000.00 with Scottish Widows should be withdrawn and that £20,000.00 should be paid into our 60 day notice account with United Trust Bank. This was seconded by Cllr S Saunders and agreed unanimously by members.

f) KH5K Fun Run – The clerk reported that he had been contacted by the organisers of the KH5K Fun Run who are asking for the same sort of support as we gave them last year. (Email already circulated.) The event is being held on Sunday 14th June 2015. Last year we paid for the trophies & medals, the cost of the food, the hire of the Village Hall and the hire of a bouncy castle £80. (This year they will not be having a bouncy castle.) Total £474.67 It was proposed by Cllr C James that we should offer the same level of support as last year (up to a maximum of £500.00). This was seconded by Cllr A Webster and agreed unanimously by members.

11. REPRESENTATIVES REPORTS a) Kelvedon Hatch Village Hall Charitable Trust - Cllr C James advised that the Village Hall Trustees had met with members of the Parish Council to discuss possible funding for new flooring for the Village Hall. Three quotes had been obtained and the preferred quote, which was also the cheapest, was for £11,094.28 which included a sum of £500 for contingencies. Brentwood Rotary Club had already agreed to provide funds of £1,000 towards the Project. The Trustees had also submitted an application for funding to the Big Lottery “Awards for All” Fund for £5,047.14. However, the outcome of this application was not yet known and it was important that the work was undertaken in August when there was a window of opportunity. Cllr A Webster proposed that the PC should undertake to fund any balance shortfall after taking into account any funding received in Grants from other sources. This could be £5,047.14 or £10,094.28 depending on the outcome of the Big Lottery “Awards for All” application. This was seconded by Cllr M Allen and voted for by members 8 in favour and 1 abstention. b) BBPCA – Cllr D Jobbins advised that at the meeting on 10th June 2015 there had been a presentation by Emma Callaghan who represents The Police and Crime Commissioner of Police. Concern had been expressed about the future of PCSOs. Discussions had also taken place regarding the future of the Discretionary Grant and the reintroduction of a subscription to the BBPCA. c) Parish Transport Representatives – Cllr D Jobbins reported that at the last meeting on 9th June 2015 preliminary outcomes from the recent Transport Strategy Consultation had been presented.

12. PARISH PATHS PARTNERSHIP (P3) SCHEME Cllr D Stacey reported that it was hoped that a Brush cutting Course would soon be available on a suitable date for Cllr M Allen. He also reported that nobody had come forward with any complaints about the state of any of our Footpaths.

13. PUBLICITY a) Village News – Nothing to report. b) Website – The clerk reported that new pages with news about ongoing issues and the duties and scope of the PCs responsibilities have now been put up on the website.

14. INFORMATION ITEMS FROM MEMBERS Cllr J Wright reported that some of the potholes at the edge of School Road, just past the Manitoba site, were dangerous. It was appreciated that these were in the parish area of Stondon Massey but the clerk was asked to liaise with the clerk of Stondon Massey to report these.

15. PLANNING Cllr C James updated members on Planning Applications that had been received or dealt with since the last PC meeting:

11/05/15 15/00576/FUL 46 Stocksfield. KH, Construction of a No objections CM15 0BU replacement conservatory to the side of the property. 04/06/15 15/00605/FUL 34 Glovers Field, Construction of For discussion and KH, CM15 0BD new dwelling decision.

The Planning Application 15/00605/FUL for 34 Glovers Field was discussed by the full PC and it was agreed that the PC’s response should be “No objections”.

16. PUBLIC SESSION The meeting was suspended at 9.25pm to allow for the above item. A member of the public commented upon the fact that a vehicle was regularly parked outside the bungalows in Blackmore Road near the Fox Hatch junction. The vehicle was parked half on the pavement and half on the road which inconvenienced both pedestrians and drivers. The clerk agreed to report this to our PCSO. It was also mentioned that Scrambler Bikes were regularly using the unmade-up section of Eagle Lane. These were noisy and dangerous and perhaps not even taxed, insured or driven by someone with a licence. The clerk agreed to report this to our PCSO. The public session ended at 9.30pm

17. DATE OF NEXT MEETING The next meeting will be held on Thursday 9th July 2015 at 8.00pm in the Committee Room, The Village Hall, School Road, Kelvedon Hatch.