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Parish Council Business & Finance Minutes 2009

These are 2009 Minutes of General Business Meetings. Parish Council Meetings with Public Participation for 2009 are listed seperately here. From 2010 they will be listed together as either PC (Parish Council) or PP (Parish Council with Public Participation).

Minutes of all PC and PP Council Meetings are published on the Village Website as soon as possible after approval. The Parish Council believes in full disclosure and therefore minutes of other meetings as well as related documents are available to view on application to the Parish Clerk.

Theydon Bois Parish Council

Minutes of the Meeting of the Parish Council held at
The Village Hall at 8 pm on Thursday 10th December, 2009

Councillors
Present:

Cllrs Jones (Chair), Philip, Gooch, Purkiss, Hannibal, Hammond, Vincent, Dodman, Sowerby, Berry

 

 

Apologies:

Cllr Emmett

 

 

Officers Present:

Sally Crone (Parish Clerk), Greville Norman (Responsible Financial Officer)

 

 

165.

To Receive Apologies for Absence

 

 

 

 

 

The Clerk confirmed that apologies had been received from Cllr Emmett

 

 

 

 

166.

Declarations of Interest (existence and nature) with regard to items on the agenda.  Members of the Council are subject to the Local Authorities (Model Code of Conduct) Order 2007 (S.I.2007/1159) (The Revised Code)

 

 

 

 

 

None

 

 

 

 

167.

Correspondence – Clerks Report

 

 

 

 

 

The Clerk read out the attached Report

 

 

 

 

168.

To discuss and approve the Minutes of the Parish Council Meeting held on 26th November, 2009

 

 

 

 

 

The draft Minutes of the Parish Council Meeting held on 26th November, 2009 were approved and signed by the Chairman

 

 

 

 

169.

Community Initiatives

 

 

 

 

169.1

Cllr Jones advised that the Council’s Solicitor was now in receipt of the draft contract from Essex Legal Services.  A meeting is to be arranged with the Council’s Solicitor to discuss the draft contract.  The Clerk and Councillor Hammond will attend

 

 

 

 

169.2

Cllr Jones reported that the Clerk had contacted Lindsay Driscoll at Bates Wells & Braithwaite London LLP to instruct her to act for the Council in relation to the creation of a charity

 

 

 

 

169.3

The RFO confirmed that Cllr Emmett had drafted the “words” of the first part of the Business Plan for the Centre and the “numbers” of a business plan would be reviewed jointly by the RFO and Cllr Hammond as soon as feasible

 

 

 

 

170.

Finance

 

 

 

 

170.1

The Council considered the Report of the Responsible Financial Officer dated 4th December, 2009 regarding the draft budget for 2010.11 and the draft precept for 2010.11 which had previously been circulated to all Councillors

 

 

 

 

170.2

It was agreed that the draft budget should be amended to incorporate provision of £6000 in respect of the first year of operations of the proposed Community Centre. Whilst it is envisaged that the running costs of the Community Centre will be met by income from facility hire, grants, donations and fund-raising this cannot be guaranteed and certain sources of income are uncertain and budgets for certain items of expenditure are yet to be confirmed. It was agreed that the figure of £6000 should be sufficient to cover necessary expenditure such as insurance, rates and security

 

 

 

 

170.3

Other amendments were agreed in respect of reductions in the draft Communications, Training and Donations budgets

 

 

 

 

170.4

The RFO indicated that following the above amendments the revised draft budget for 2010.11 would imply a precept for 2010.11 of £103,530 including the effects of the Community Centre and £77,911 excluding those effects, the latter being an increase over the current year’s precept of around 4.3%. The RFO will circulate a revised draft budget incorporating the above amendments to all Councillors   

 

 

 

 

170.5

Cllr Dodman (Chair of the Council’s Finance Committee) explained that the Finance Committee intends to put forward a recommended “Reserves Policy” for adoption by the Council and it was agreed that there is a need for the Parish Council to agree a plan to replenish its reserves

 

 

 

 

170.6

The payments made since the last meeting on the attached list (Appendix 5) were approved for payment.  It was agreed that the expenditure of £225 in respect of daffodil bulbs payable to Didlington Nurseries should be allocated to the Cemetery budget and that the expenditure of £83.89 in respect of the Parish Council Christmas Cards for 2009 should be allocated to the Office Supplies budget. It was further agreed that payment of £250 in respect of search fees should be made to Foskett Marr Gadsby & Head LLP to enable the Council’s Solicitor to progress the purchase of the Community Centre. The Clerk will request a refund in respect of this amount from the Village Association in accordance with the agreement with them

 

 

 

 

170.7

It was noted that the Annual Audit for the year ended 31st March 2009 had been concluded and the contents of the External Audit Certificate and Opinion referred to in section 3 of the Annual Return was also duly noted

 

 

 

 

 

171.

Communications

 

 

 

 

171.1

Cllr Hannibal confirmed that the Youth Pages, edited by the Youth Editor, Ellie Bedwell, are now live on the Village Website and he expressed his thanks to Ellie for her work in connection with this project

 

 

 

 

171.2

Cllr Hannibal reported that following recent meeting of the Communications TAF it had been agreed to merge the Village News and Website Committees which would in future operate as the Theydon Newsdesk Committee. Theydon News desk Committee wishes to continue to operate autonomously and to have its own funds within the Parish Council’s funds.  The intention is therefore that the Committee will be able, with some supervision, for instance to requisition goods and services for the Council to pay.     Cllr Philip commented that he saw a problem with this approach given that the relevant funds legally belong to the Parish Council. Cllr Hannibal provided clarification in that he confirmed that the Theydon News desk Committee accepted that they would need to recommend expenditure to the Council and that the Council would need to approve it before it paid for it.      Cllr Hannibal reiterated that the Council could not make a profit out of the Village News and that any accidental profit made would need to be put in a restricted reserve which could be used only on Village News.

 

 

 

 

171.3

Cllr Jones reported that PC Andy Cook had now agreed to run a Police Surgery to coincide with the monthly Parish Council Surgeries and this arrangements would commence in February 2010

 

 

 

 

172.

Freedom of Information and Data Protection Act

 

 

 

 

172.1

The advice given at the recent Freedom of Information and Data Protection Information seminar was noted and it was agreed that the Clerk would make notification to the Information Commissioner in respect of the Council under the Data Protection Act and that the Council would pay the relevant fee of £35

Resolved: That Notification be made to the Information Commissioner in respect of Theydon Bois Parish Council under the Data Protection Act and that the Council do pay the relevant fee of £35.

Proposed by: Cllr Philip
Seconded by: Cllr Dodman
Carried unanimously

 

 

 

 

172.2

The Clerk advised that under the Freedom of Information Act it is the duty of every public authority to adopt and maintain a Publication Scheme. The Finance Committee are in the process of dealing with this and it has been agreed that charges for black and white copies of documents which are readily available but not on the website will be charged at 10p per sheet plus postage.  If documents are not readily available then the applicant would be advised of the approximate cost of copying black and white copies.  It was agreed that the Communications TAF will request Theydonnewsdesk Committee to place statement as to the relevant charging information on the Village Website as soon as practicable and that the Publication Scheme will also be finalised and published as soon as is feasible

 

 

 

 

173.

Risk Management

 

 

 

 

 

It was agreed that the conclusion of the Council’s Risk Assessments should be given priority in 2010.  The RFO will liaise with Cllr Dodman with regard to the production of a draft Risk Assessment in respect of the Council’s Financial Management.  The Clerk will liaise with the RFO with regard to the production of a draft Risk Assessment in respect of the Office. The relevant Committees, Standing Panels and TAF’s of the Council will meet and review draft Risk Assessments for their areas of operation as soon as feasible in 2010

 

 

 

 

174.

Christmas Tree Lighting Ceremony

 

 

 

 

 

Cllr Jones reported that the event held on 4th December had been successful and well-attended and £450 had been raised for Essex Air Ambulance which was very pleasing.  Cllr Jones expressed her thanks to all involved with the organisation of this event

 

 

 

 

175.

Parish Office Opening Hours

 

 

 

 

 

The revised Parish Office opening hours and working arrangements of the RFO and the Clerk with effect from 4th January 2010 were noted

 

 

 

 

176.

Highways and Environment

 

 

 

 

176.1

The draft Minutes of the Highways & Environment Standing Panel dated 28th October 2009 as previously circulated to all Councillors were noted. Cllr Purkiss reported that the schemes approved for funding under the Community Initiatives Fund (Highways) 2008/9 within the Parish had now been completed and had been generally well received by residents.  In relation to the CIF (Highways) for 2009/10, nine applications had been submitted by the Highways Standing Panel and Cllr Purkiss thanked the relevant Councillors for their assistance in this regard.  The result of the 2009/10 round is expected in March 2010 when the Judging Panel will allocate funding

 

 

 

 

176.2

The estimates issued by Lofty Heights and M.W.Rix as previously circulated to all Councillors were considered and it was agreed that Cllr Philip will request that the Village Association do bear half the cost of the proposed hedge cut and report back to Council with the result of these discussions.

 

 

 

 

177.

Sustainable Communities Act

 

 

 

 

 

Cllr Philip updated Councillors on the present position with regard to EFDC’s approach to the Sustainable Communities Act 2007. A Task and Finish Panel of which Cllr Philip is Chairman had been established and had met for the first time on 3rd December. Councillor Philip commented that the Act allowed proposals to be made on a regular basis but the government had not said when the next round would be. The government still had to act on the submissions received in the first round and short-list is awaited from the Local Government Association. Only two authorities in Essex had submitted proposals. Cllr Philip therefore advised that given the present uncertainty and impending general election that the Council should await the findings of the EFDC TAF and commented that the meetings of the Sustainable Communities TAF are open to the public for anyone who is interested in the subject.  It was agreed that the Council should proceed on this basis

 

 

 

 

178.

Reports from Representatives

 

 

 

 

 

There were none

 

 

 

 

179.

Any Other Urgent Business for report (without decision)

 

 

 

 

 

There was none

 

 

 

 

180.

 

 

180.1

Pursuant to section 1(2) of the Public Bodies (Admissions to Meetings) Act 1960 it was resolved that because of the confidential nature of the business to be transacted the public and press leave the meeting during consideration of the following item of business:

CCTV

Cllr Vincent advised that with reference to the resolution agreed at the Parish Council Meeting on 26th November (Minute Reference 164.1) a revised estimate had been received from Theydon Property Services and their appointment to maintain the Village CCTV System for a further period of one year was therefore now confirmed.  Cllr Vincent reported that he had now ascertained that in relation to the query raised about the quality of the pictures recorded under the present system, the problem is in relation to the capacity of the hard drives per the original specification and to improve picture quality a higher frame rte is needed.  The cost of this upgrade will be investigated and Cllr Vincent confirmed that he intends to arrange a meeting with Theydon Property Services in the New Year to undertake review of CCTV operations in the Village

 

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Theydon Bois Parish Council

Minutes of the Meeting of the Parish Council held at
The Village Hall at
8 pm on Thursday 12th November, 2009

Councillors
Present:

Cllrs Jones (Chair), Philip, Gooch, Berry, Emmett, Vincent, Purkiss, Dodman

 

 

Apologies:

Cllrs Sowerby, Hannibal and Hammond

 

 

Officers Present:

Sally Crone, Greville Norman

 

 

131.

To Receive Apologies for Absence

 

 

 

 

 

Cllrs Sowerby, Hannibal and Hammond

 

 

 

 

132.

Declarations of Interest (existence and nature) with regard to items on the agenda.  Members of the Council are subject to the Local Authorities (Model Code of Conduct) Order 2007 (S.I.2007/1159) (The Revised Code)

 

 

 

 

 

None

 

 

 

 

133.

Correspondence – Clerks Report

 

 

 

 

133.1

Letter to Royal British Legion dated 6th November, 2009 (Appendix 1)
                                                                             

 

133.2

Letter to St Mary’s PCC dated 6th November 2009 (Appendix 2)

 

133.3

Letter from One Epping Forest dated 20th October, 2009 regarding invitation to Community  Stakeholder Conference to be held on 11th December, 2009 (Appendix 3)

 

133.4

Letter to Theydon Bois Village Association dated 6th November, 2009 (Appendix 4)

 

133.5

Letter from Essex Association of Local Councils dated 23rd October 2009 (Appendix 5)

 

 

 

 

134.

To discuss and approve the Minutes of the Parish Council Meeting held on 22nd October 2009

 

 

 

 

134.1

The draft Minutes of the Parish Council Meeting held on 22nd October, 2009 were approved and signed by the Chair.

 

 

 

 

135.

Community Initiatives

 

 

 

 

135.1

Cllr Jones reported that as specified in Minute Reference 115.3 that the Community Initiatives TAF must arrange meeting to discuss the production of a draft business plan for the proposed Community Centre as soon as possible. The position remains unchanged from Minute Reference 115.2 as to progress with the purchase generally

 

 

 

 

135.2

The Clerk had previously circulated to all Councillors her Report dated 9th November summarising the present situation and the options available for the purchase. Councillors had also had the benefit of a presentation by Lindsay Driscoll, Solicitor as to the options available in relation to the formation of a charity.  After having considered the options as to the proposed structure it was agreed that the purchase should proceed in the name of the Parish Council but that the Council would consider the setting up of a charity

 

 

 

 

 

Resolved:

That having taken advice on the formation of a charity the Council resolves to continue the proposed purchase of the former Youth Centre Site (to be known as the Community Centre including the Scout Hut Land) in the name of the Council rather than by way of grant to third party

Proposed: Cllr Philip
Seconded: Cllr Vincent

Carried unanimously

 

116.

Finance

 

 

 

 

116.1

The report of the RFO on Management Accounts as at 30th September 2009 (Appendix 5) as previously circulated to all Councillors was noted.  The payment to Precision Printing made since the last meeting as shown on Appendix 5 was approved.

 

 

 

 

116.2

Cllr Dodman updated Councillors on the recent Finance Meeting held on 15th October 2009 and reminded all Councillors that budgets for 2010/11 were required as soon as possible and that all budgets should contain itemised expenditure. Cllr Dodman reported that the Finance Committee had accepted the RFO’s recommendation that the format of the Council’s Accounts should be re-organised as referred to in the above report. The RFO had also recommended that future budgets be incremental or zero based to make budget setting easier in the future.

 

116.3

It was agreed that decision in relation to the reinvestment of the deposit with Co-operative Bank maturing on 6th November should be delegated to the RFO who would liaise with Cllr Dodman, Chair of the Finance Committee

 

 

 

 

116.4

The decision of the Finance Committee (Minute Reference 3.1 of the Minutes of the Finance and General Purposes Committee held on 11th December 2008)  to approve donations to the Royal British Legion and St Mary’s Churchyard for £100 and £750 respectively were noted and these budgeted payments will therefore be made

 

 

 

 

117.

Cemetery

 

 

 

 

117.1

Cllr Hammond reported that the new gardener is making improvements already and the Contractor has completed the resurfacing of the pathways.

 

 

 

 

117.2

Cllr Hammond reported that he had requested the CCTV Standing Panel to ascertain feasibility of CCTV coverage of some sort and the relevant Councillors would report back later in the meeting

 

 

 

 

117.3

Cllr Hammond reported that he was taking steps to resolve an issue regarding an additional grave-dig fee and hoped that this would be concluded shortly.

 

 

 

 

117.4

Cllr Purkiss reported that the Cemetery Committee had recommended that the boundary hedge at the Cemetery should be cut and that a row of daffodil bulbs should be planted either side of the access road within the Cemetery. There is also a need to purchase shingle for the Memorial Garden and to temporarily increase the hours of the gardener.  It was agreed that these works should go ahead notwithstanding that these items are not comprised in the present Cemetery Budget.

Resolved: That the Council do  proceed with the cutting of the boundary hedge at the Cemetery, the planting of daffodil bulbs either side of the access road within the Cemetery and the purchase of shingle for the Memorial Garden the total cost to the Council not to exceed £500 such sum to be taken from the Dog Bins Budget

Proposed: Cllr Philip
Seconded: Cllr Vincent

Carried Unanimously

 

 

 

 

118.

CCTV

 

 

 

 

118.1

Cllr Vincent reported that he had met with Theydon Property Services (UK) (TPS) (previously Theydon Security), the present maintenance contractor and they had confirmed that they have undertaken 25 downloads since 1st September 2008. TPS has also recommended that the infra red bulb at the playground be replaced which Cllr Vincent confirmed was within the CCTV budget and that he would therefore be instructing TPS to proceed with the work.

 

 

 

 

118.2

Cllr Vincent reported that TPS had resubmitted their estimate regarding the installation of CCTV at the proposed Community Centre/Scout Hut site.  The original estimate had been for £3050 and the revised estimate £1600 due to the fact that TPS had now advised that the dome camera (ex Tesco) could be repaired and reconditioned.  It was agreed that the CCTV Standing Panel must obtain a further two estimates on a “like for like” basis. This estimate could be included in the CIF application.

 

 

 

 

118.3

Cllr Vincent reported that the present maintenance agreement is due to expire on 30th November 2009 and estimates were being obtained regarding renewal. The maintenance agreement is to include any CCTV facilities at the proposed Community Centre/Scout Hut site.

 

 

 

 

118.4

Cllr Vincent reported that he had discussed feasibility of CCTV coverage at the Cemetery.  The approximate cost of a solar-powered battery operated system would be £625 for a basic model which the contractor did not recommend and the likely cost of a suitable system with radio link to Tesco would be in the region of £2000.  The Contractor had recommended that pole be installed with two dummy camera cases – approximate cost £300.  It was agreed to however to await the outcome of the installation of the entrance barrier and to keep the situation under review.

 

 

 

 

119.

Parking

 

 

 

 

119.1

Cllr Vincent reported that reply from Essex Highways regarding the Parish Council’s complaint regarding the inclusion of changes to times in Orchard Drive and Heath Drive about the implementation of TRO 14 is awaited.

 

 

 

 

120.

Highways and Environment

 

 

 

 

120.1

Cllr Purkiss reported that the amount of work being undertaken by Highways in the village is very pleasing. At the Meeting of the Highways and Environment Standing Panel held on 7th September it had been agreed that Cllr Purkiss would make contact with Essex Highways to discuss funding and installation of suitable wooden fencing to restrict verge parking in Abridge Road. Cllr Purkiss reported that proposal had now been received from Essex County Council with estimate for 30m of diamond rail fencing issued by Jacksons Fine Fencing (Appendix 6) as previously circulated to all Councillors. Essex County Council had agreed to install the fencing but the cost of the materials would be for the Parish Council to finance.

Resolved: That the Council do proceed with the purchase of materials required for 30m of diamond rail fencing to restrict verge parking in Abridge Road, the total cost to the Council not to exceed £333.27 in accordance with the attached estimate such sum to be taken from the Highways Match Funding Budget

Proposed: Cllr Purkiss
Seconded Cllr Philip

Carried unanimously

 

 

 

 

120.2

Cllr Purkiss also reported that works have commenced to repair the kerbs on the corner of Piercing Hill and Morgan Crescent and that the parking bay in Theydon Park Road opposite the junction with Blackacre is imminent.

 

 

 

 

120.3

Cllr Purkiss reported that the Highways Standing Panel had recommended priority use of allocated funds for match funding from 2008/9 budget be attributed to reforming of the pavements in Orchard Drive, Heath Drive and The Weind.

 

 

 

 

120.4

Cllr Purkiss reported that the Highways and Environment Standing Panel were due to meet again on 28th October 2009 in order to approve the submissions for the 2009/10 CIF Fund applications due by 6th November and the submissions for Highway Improvements in the Village for 2010/11 to Essex County Council Highways due by 13th November

 

 

 

 

120.5

The Clerk reported that Epping Town Council had confirmed that the Dog Bin Emptying Contract had been renewed for a further two year period on the same terms as previously

 

 

 

 

121.

Communications

 

 

 

 

121.1

Cllr Sowerby reported that the next Surgery would take place on 2nd November.  Cllrs Sowerby and Dodman will be on duty.  The Surgery on 7th December will be attended by Cllrs Jones and Emmett.  It has transpired that P.C Cook will not be available to attend the Parish Council Surgeries as planned as the timings are not convenient vis a vis his work rota.

 

 

 

 

121.2

Cllr Hannibal presented the final version of the new Parish Council logo for consideration

 

 

 

 

121.3

It was decided that the issue of a colour printer for the Parish Office should be held over.  The Clerk/RFO to review the present maintenance agreement relating to the Olivetti Printer/Copier

 

 

 

 

122.

Village News

 

 

 

 

122.1

The Clerk reported that Carriages had agreed to become a new sponsor of the magazine and would be taking a half page per edition.  The Village News Editorial Committee were next due to meet on 3rd November to discuss printing options, sponsorship and the December edition of the magazine.

 

 

 

 

122.2

Cllr Jones reported that resident at Thrifts Hall had complained that he did not receive a copy of Village News.  Cllr Emmett confirmed that this was on his round and that a copy was in fact delivered to the resident.  Cllr Emmett stated that he would be writing letter to confirm with copy to the Parish Office

 

 

 

 

123.

Parish Council Storage Facility

 

 

 

 

123.1

Provisional date for movement of archive items- 14th November.  Volunteers to be sought nearer the time.

 

 

 

 

124.

Risk Management

 

 

 

 

124.1

Cllr Berry reported that draft Risk Assessments had been circulated to all Councillors for review and completion by the various Committees.  The Clerk, Chair and RFO to review the General Risk Assessment.  Cllr Vincent commented that issues of Health & Safety are obviously also linked to Risk Assessment and following completion of Risk Assessments then it would be necessary to review Health and Safety aspects of the Council’s activities.

 

 

 

 

124.2

Cllr Dodman confirmed that she would be liaising with EFDC Safer Communities with regard to Risk Assessment for the next Elderly Afternoon Tea Event and the issue of whether CRB checks are needed for participating helpers would also be investigated.

 

 

 

 

124.3

The Clerk reiterated that Audit Commission had been advised that the Council intended to complete its Risk Assessment Policy by the end of the year so the matter is urgent

 

 

 

 

125.

Terms of Reference

 

 

 

 

125.1

Cllr Jones reported that draft Terms of Reference for the Planning, Finance and Cemetery Committees had been circulated to all relevant Councillors for review and approval. With reference to the Cemetery Committee it was agreed that the membership/composition of the Cemetery Committee will be increased to six councillors with effect from next year.

 

 

 

 

126.

Annual Parish Meeting 2010

 

 

 

 

126.1

It was agreed that date and format will be discussed by Communications who will revert with recommendations

 

127.

Provision for the Elderly Afternoon Tea Event

 

 

 

 

127.1

Cllr Dodman reported that the Parish Council’s second Afternoon Tea Event for the elderly and less mobile residents of the village will take place on Friday 20th November from 3pm until 5pm. The event will be attended by Roding Valley U3A who will present their bogus callers drama, EFDC Safer Communities and Essex County Council representative re Telecare System, P.C Cook and Essex Watch will also attend.

 

 

 

 

128.

Christmas Tree Lighting Event

 

 

 

 

128.1

Cllr Jones reported that this will take place at 6.30pm on Friday 4th December.  The event will have the same format as last year.  In accordance with the comments of the Finance Committee at their Meeting held on 11th December 2008 the nominated charity for donations will be Essex Air Ambulance this year. Volunteers are needed to collect donations in the village centre on the 5th December in the usual way.  Street Collection Licence will be obtained.  Volunteers are also needed to help with the event and to put the lights on the Christmas Tree.

 

 

 

 

129.

Planning

 

 

 

 

129.1

Cllr Gooch reported that the Planning Committee had met with Planning Officer to discuss the present situation with regard to enforcement at Blunts Farm/Old Foresters Site.  This Meeting had been confidential due to the sensitive nature of proceedings with the landowner.

 

 

 

 

130.

Any Other Urgent Business for report (without decision)

 

 

 

 

130.1

Cllr Jones reported that she had attended the Harvest Festival at the Primary School

 

 

 

 

130.2

Cllr Jones reported that letter had just been received from the Village Association regarding Open Gardens Day and response would be drafted by the Clerk

 

 

 

 

130.3

Cllr Jones reminded Councillors that Remembrance Sunday will take place on 8th November this year and she would be laying wreath at the War Memorial on behalf of the Council.  All Councillors are invited to attend.

 

 

 

 

130.4

The connection to Supanet will be ended shortly. Cllr Gooch to chase transfer of telephone number with NTL

 

Appendix 1 - 5: The Parish Council believes in full disclosure and these related documents are available to view on application to the Parish Clerk.

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Theydon Bois Parish Council

Minutes of the Meeting of the Parish Council held at
The Village Hall at 8 pm on Thursday 22nd October, 2009

Councillors
Present:

Cllrs Jones (Chair), Phillip, Gooch, Hannibal, Sowerby, Hammond, Berry, Emmett, Vincent, Purkiss, Dodman

 

 

Apologies:

None

 

 

Officers Present:

Sally Crone

 

 

110.

To Receive Apologies for Absence

 

 

 

None

 

 

111.

Declarations of Interest (existence and nature) with regard to items on the agenda.  Members of the Council are subject to the Local Authorities (Model Code of Conduct) Order 2007 (S.I.2007/1159) (The Revised Code)

 

 

 

None

 

 

112.

Public Participation session with regard to items on the Agenda

 

 

 

No such matters were raised by members of the public in attendance

 

 

113.

Correspondence – Clerks Report

 

 

 

 

113.1

Letter to Cllr Sartin, Porfolio Holder Environment Epping Forest District Council dated 28th September, 2009 (Appendix 1)

 

 

113.2

Letter to Essex County Council Trading Standards dated 1st October, 2009 (Appendix 2)

 

 

113.3

Letter to NHS Litigation Authority in support of Theydon Pharmacy re proposed new pharmacy in Abridge dated 5th October 2009 (Appendix 3)

 

 

113.4

Letter from One Epping Forest dated 2nd October, 2009 (Appendix 4)

 

 

114.

To discuss and approve the Minutes of the Parish Council Meeting held on 10th September 2009 and of the Bi-Monthly Parish Council Meeting held on 24th September 2009

 

 

114.1

 

114.2

The draft Minutes of the Parish Council Meeting held on 10tth September were approved and signed by the Chair.

The draft Minutes of the Bi-Monthly Parish Council Meeting held on 24th September, 2009 were discussed.  Cllr Vincent confirmed that draft Minute reference 97.1 should be amended to record that he had also voted in favour of the amendment therein referred to.  In relation to the contents of Minute reference 97.1 Cllr Emmett stated that he wished to have it minuted that he considered that he had not received a satisfactory answer to his email of 6th September, 2009 raising concerns about the procurement of one of the estimates for the Barriers.  Cllr Emmett stated that he was now asking for a full explanation with a request that the matter be placed on the Agenda for the next Parish Council Meeting.

115.

Community Initiatives

 

 

 

 

115.1

Cllr Hammond reported that Application for Loan Sanction had been granted by the Department of Communities and Local Government and same had been previously circulated to all Councillors

 

 

 

 

115.2

Cllr Hammond reported that reply was still awaited from Essex County Council in respect of the Parish Council’s request for a discount to cover the cost of the stamp duty which would otherwise be payable by the Parish Council on completion of the purchase.  Cllr Hammond had spoken to the relevant officer dealing at Essex County Council earlier today and the officer had indicated that response was still awaited from the relevant Portfolio Holder

 

 

 

 

115.3

It was agreed that the Community Initiatives TAF should be tasked with the production of draft business plan for the proposed Community Centre for approval by the Parish Council. The RFO should be invited to attend this meeting.  It was further agreed that Cllr Hammond be authorised to meet with Richard Crone, Funding Manager at Voluntary Action Epping Forest with a view to drawing up and submitting an application for CIF funding towards refurbishment and running costs within the deadline for CIF applications of 6th November 2009.

 

 

 

 

116.

Finance

 

 

 

 

116.1

The report of the RFO on Management Accounts as at 30th September 2009 (Appendix 5) as previously circulated to all Councillors was noted.  The payment to Precision Printing made since the last meeting as shown on Appendix 5 was approved.

 

 

 

 

116.2

Cllr Dodman updated Councillors on the recent Finance Meeting held on 15th October 2009 and reminded all Councillors that budgets for 2010/11 were required as soon as possible and that all budgets should contain itemised expenditure. Cllr Dodman reported that the Finance Committee had accepted the RFO’s recommendation that the format of the Council’s Accounts should be re-organised as referred to in the above report. The RFO had also recommended that future budgets be incremental or zero based to make budget setting easier in the future.

 

116.3

It was agreed that decision in relation to the reinvestment of the deposit with Co-operative Bank maturing on 6th November should be delegated to the RFO who would liaise with Cllr Dodman, Chair of the Finance Committee

 

 

 

 

116.4

The decision of the Finance Committee (Minute Reference 3.1 of the Minutes of the Finance and General Purposes Committee held on 11th December 2008)  to approve donations to the Royal British Legion and St Mary’s Churchyard for £100 and £750 respectively were noted and these budgeted payments will therefore be made

 

 

 

 

117.

Cemetery

 

 

 

 

117.1

Cllr Hammond reported that the new gardener is making improvements already and the Contractor has completed the resurfacing of the pathways.

 

 

 

 

117.2

Cllr Hammond reported that he had requested the CCTV Standing Panel to ascertain feasibility of CCTV coverage of some sort and the relevant Councillors would report back later in the meeting

 

 

 

 

117.3

Cllr Hammond reported that he was taking steps to resolve an issue regarding an additional grave-dig fee and hoped that this would be concluded shortly.

 

 

 

 

117.4

Cllr Purkiss reported that the Cemetery Committee had recommended that the boundary hedge at the Cemetery should be cut and that a row of daffodil bulbs should be planted either side of the access road within the Cemetery. There is also a need to purchase shingle for the Memorial Garden and to temporarily increase the hours of the gardener.  It was agreed that these works should go ahead notwithstanding that these items are not comprised in the present Cemetery Budget.

Resolved: That the Council do  proceed with the cutting of the boundary hedge at the Cemetery, the planting of daffodil bulbs either side of the access road within the Cemetery and the purchase of shingle for the Memorial Garden the total cost to the Council not to exceed £500 such sum to be taken from the Dog Bins Budget

Proposed: Cllr Philip
Seconded: Cllr Vincent

Carried Unanimously

 

 

 

 

118.

CCTV

 

 

 

 

118.1

Cllr Vincent reported that he had met with Theydon Property Services (UK) (TPS) (previously Theydon Security), the present maintenance contractor and they had confirmed that they have undertaken 25 downloads since 1st September 2008. TPS has also recommended that the infra red bulb at the playground be replaced which Cllr Vincent confirmed was within the CCTV budget and that he would therefore be instructing TPS to proceed with the work.

 

 

 

 

118.2

Cllr Vincent reported that TPS had resubmitted their estimate regarding the installation of CCTV at the proposed Community Centre/Scout Hut site.  The original estimate had been for £3050 and the revised estimate £1600 due to the fact that TPS had now advised that the dome camera (ex Tesco) could be repaired and reconditioned.  It was agreed that the CCTV Standing Panel must obtain a further two estimates on a “like for like” basis. This estimate could be included in the CIF application.

 

 

 

 

118.3

Cllr Vincent reported that the present maintenance agreement is due to expire on 30th November 2009 and estimates were being obtained regarding renewal. The maintenance agreement is to include any CCTV facilities at the proposed Community Centre/Scout Hut site.

 

 

 

 

118.4

Cllr Vincent reported that he had discussed feasibility of CCTV coverage at the Cemetery.  The approximate cost of a solar-powered battery operated system would be £625 for a basic model which the contractor did not recommend and the likely cost of a suitable system with radio link to Tesco would be in the region of £2000.  The Contractor had recommended that pole be installed with two dummy camera cases – approximate cost £300.  It was agreed to however to await the outcome of the installation of the entrance barrier and to keep the situation under review.

 

 

 

 

119.

Parking

 

 

 

 

119.1

Cllr Vincent reported that reply from Essex Highways regarding the Parish Council’s complaint regarding the inclusion of changes to times in Orchard Drive and Heath Drive about the implementation of TRO 14 is awaited.

 

 

 

 

120.

Highways and Environment

 

 

 

 

120.1

Cllr Purkiss reported that the amount of work being undertaken by Highways in the village is very pleasing. At the Meeting of the Highways and Environment Standing Panel held on 7th September it had been agreed that Cllr Purkiss would make contact with Essex Highways to discuss funding and installation of suitable wooden fencing to restrict verge parking in Abridge Road. Cllr Purkiss reported that proposal had now been received from Essex County Council with estimate for 30m of diamond rail fencing issued by Jacksons Fine Fencing (Appendix 6) as previously circulated to all Councillors. Essex County Council had agreed to install the fencing but the cost of the materials would be for the Parish Council to finance.

Resolved: That the Council do proceed with the purchase of materials required for 30m of diamond rail fencing to restrict verge parking in Abridge Road, the total cost to the Council not to exceed £333.27 in accordance with the attached estimate such sum to be taken from the Highways Match Funding Budget

Proposed: Cllr Purkiss
Seconded Cllr Philip

Carried unanimously

 

 

 

 

120.2

Cllr Purkiss also reported that works have commenced to repair the kerbs on the corner of Piercing Hill and Morgan Crescent and that the parking bay in Theydon Park Road opposite the junction with Blackacre is imminent.

 

 

 

 

120.3

Cllr Purkiss reported that the Highways Standing Panel had recommended priority use of allocated funds for match funding from 2008/9 budget be attributed to reforming of the pavements in Orchard Drive, Heath Drive and The Weind.

 

 

 

 

120.4

Cllr Purkiss reported that the Highways and Environment Standing Panel were due to meet again on 28th October 2009 in order to approve the submissions for the 2009/10 CIF Fund applications due by 6th November and the submissions for Highway Improvements in the Village for 2010/11 to Essex County Council Highways due by 13th November

 

 

 

 

120.5

The Clerk reported that Epping Town Council had confirmed that the Dog Bin Emptying Contract had been renewed for a further two year period on the same terms as previously

 

 

 

 

121.

Communications

 

 

 

 

121.1

Cllr Sowerby reported that the next Surgery would take place on 2nd November.  Cllrs Sowerby and Dodman will be on duty.  The Surgery on 7th December will be attended by Cllrs Jones and Emmett.  It has transpired that P.C Cook will not be available to attend the Parish Council Surgeries as planned as the timings are not convenient vis a vis his work rota.

 

 

 

 

121.2

Cllr Hannibal presented the final version of the new Parish Council logo for consideration

 

 

 

 

121.3

It was decided that the issue of a colour printer for the Parish Office should be held over.  The Clerk/RFO to review the present maintenance agreement relating to the Olivetti Printer/Copier

 

 

 

 

122.

Village News

 

 

 

 

122.1

The Clerk reported that Carriages had agreed to become a new sponsor of the magazine and would be taking a half page per edition.  The Village News Editorial Committee were next due to meet on 3rd November to discuss printing options, sponsorship and the December edition of the magazine.

 

 

 

 

122.2

Cllr Jones reported that resident at Thrifts Hall had complained that he did not receive a copy of Village News.  Cllr Emmett confirmed that this was on his round and that a copy was in fact delivered to the resident.  Cllr Emmett stated that he would be writing letter to confirm with copy to the Parish Office

 

 

 

 

123.

Parish Council Storage Facility

 

 

 

 

123.1

Provisional date for movement of archive items- 14th November.  Volunteers to be sought nearer the time.

 

 

 

 

124.

Risk Management

 

 

 

 

124.1

Cllr Berry reported that draft Risk Assessments had been circulated to all Councillors for review and completion by the various Committees.  The Clerk, Chair and RFO to review the General Risk Assessment.  Cllr Vincent commented that issues of Health & Safety are obviously also linked to Risk Assessment and following completion of Risk Assessments then it would be necessary to review Health and Safety aspects of the Council’s activities.

 

 

 

 

124.2

Cllr Dodman confirmed that she would be liaising with EFDC Safer Communities with regard to Risk Assessment for the next Elderly Afternoon Tea Event and the issue of whether CRB checks are needed for participating helpers would also be investigated.

 

 

 

 

124.3

The Clerk reiterated that Audit Commission had been advised that the Council intended to complete its Risk Assessment Policy by the end of the year so the matter is urgent

 

 

 

 

125.

Terms of Reference

 

 

 

 

125.1

Cllr Jones reported that draft Terms of Reference for the Planning, Finance and Cemetery Committees had been circulated to all relevant Councillors for review and approval. With reference to the Cemetery Committee it was agreed that the membership/composition of the Cemetery Committee will be increased to six councillors with effect from next year.

 

 

 

 

126.

Annual Parish Meeting 2010

 

 

 

 

126.1

It was agreed that date and format will be discussed by Communications who will revert with recommendations

 

127.

Provision for the Elderly Afternoon Tea Event

 

 

 

 

127.1

Cllr Dodman reported that the Parish Council’s second Afternoon Tea Event for the elderly and less mobile residents of the village will take place on Friday 20th November from 3pm until 5pm. The event will be attended by Roding Valley U3A who will present their bogus callers drama, EFDC Safer Communities and Essex County Council representative re Telecare System, P.C Cook and Essex Watch will also attend.

 

 

 

 

128.

Christmas Tree Lighting Event

 

 

 

 

128.1

Cllr Jones reported that this will take place at 6.30pm on Friday 4th December.  The event will have the same format as last year.  In accordance with the comments of the Finance Committee at their Meeting held on 11th December 2008 the nominated charity for donations will be Essex Air Ambulance this year. Volunteers are needed to collect donations in the village centre on the 5th December in the usual way.  Street Collection Licence will be obtained.  Volunteers are also needed to help with the event and to put the lights on the Christmas Tree.

 

 

 

 

129.

Planning

 

 

 

 

129.1

Cllr Gooch reported that the Planning Committee had met with Planning Officer to discuss the present situation with regard to enforcement at Blunts Farm/Old Foresters Site.  This Meeting had been confidential due to the sensitive nature of proceedings with the landowner.

 

 

 

 

130.

Any Other Urgent Business for report (without decision)

 

 

 

 

130.1

Cllr Jones reported that she had attended the Harvest Festival at the Primary School

 

 

 

 

130.2

Cllr Jones reported that letter had just been received from the Village Association regarding Open Gardens Day and response would be drafted by the Clerk

 

 

 

 

130.3

Cllr Jones reminded Councillors that Remembrance Sunday will take place on 8th November this year and she would be laying wreath at the War Memorial on behalf of the Council.  All Councillors are invited to attend.

 

 

 

 

130.4

The connection to Supanet will be ended shortly. Cllr Gooch to chase transfer of telephone number with NTL

 

Top


Theydon Bois Parish Council

Minutes of the Meeting of the Parish Council held at
8 pm on Thursday 10th September, 2009 in the Village Hall

Councillors

Present:

Councillors Phillip (Chair), Berry, Dodman, Emmett, Hammond, Hannibal, Purkiss, Sowerby, Vincent

 

 

Apologies:

Councillors Jones and Gooch

 

 

Officers Present:

Greville Norman (RFO)

 

 

 

87.

To Receive Apologies for Absence

 

 

 

 

 

The RFO reported that he had received apologies from Councillors Jones and Gooch

 

 

 

 

88.

Declarations of Interest (existence and nature) with regard to items on the agenda.  Members of the Council are subject to the Local Authorities (Model Code of Conduct) Order 2007 (S.I.2007/1159) (The Revised Code)

 

 

 

 

 

None

 

 

 

 

89.

To discuss & approve the Minutes of the Parish Council Meeting held on 27th August, 2009

 

 

 

 

 

The minutes of the meeting on 27th August were not available.

 

 

 

 

90.

Community Initiatives                                           

 

 

 

 

90.1

Councillor Hammond reported that all the queries raised by the DCLG on the Council’s application for loan sanction has been answered but that no formal reply had yet been received.    Councillor Hammond referred to the meeting to be held on Tuesday, 17 September with the Chairman and Treasurer of the Village Association and Linsday Driscoll.    It was agreed that Councillor Hammond and the Responsible Financial Officer would attend that meeting on behalf of the Council.    Councillor Hammond invited comments on his draft letter previously circulated to Councillors to be sent to the Trustees of the Village Association.

 

90.2

It was agreed at the suggestion of Councillors Dodman and Philip that, for the time being, the operation of the proposed Community Centre, including for instance accounting and audit, would remain with the Council while it considered the most appropriate structure.

 

90.3

The following amendments and additions to the draft letter were agreed -

 

 

a.

Under B) the addition of “…. In time”

 

 

b.

Under D2) remove the implied figure of £2,500 from the use of volunteers

 

 

c.

Rates be moved from D3) to D1)     The rateable value would be checked.

 

 

d.

In F) Councillor Philip would suggest a rewording

 

 

e.

The Responsible Financial Officer would draft an additional paragraph suggesting how any donations from the Village Association might be separated from the Council’s other income, including the possibility of using a separate bank account.   Pending this the deposit account with Barclays containing 12p would not be closed.

 

90.4

Subject to these amendments it was agreed that the letter be signed by the Chairman of the Parish Council and submitted to the Trustees of the Village Association.

 

 

 

 

91.

Gypsies and Travellers update

 

 

 

 

91.1

Councillors Philip and Dodman reported on the meeting of Epping Forest District Council held earlier on the day and that -

 

 

a.

Epping Forest District Council were to consult a barrister and planning expert on the consultation document and, until that had been done, the document would not be put out for consultation.

 

 

b.

Go East were attempting to get a timetable for consultation.    A report to EFDC’s Cabinet and Council might be expected around April 2010 and there may be an examination in public by an inspector in around one year from now.

 

 

 

 

92.

Any other business

 

 

 

 

 

Councillor Vincent reported that he had identified what appeared to be the most suitable racking for the Parish Council’s store room.

 

 

 

 

 

The meeting closed 21:44.

 

 

 

 

 

 

 

Top


Theydon Bois Parish Council
Minutes of the General Business Meeting of the Parish Council held at
8 pm on Thursday 27th August, 2009 in the Village Hall

Councillors
Present:

Cllrs Jones (Chair), Gooch, Hannibal, Sowerby, Hammond, Purkiss, Berry, Emmett, Dodman, Vincent

 

 

Apologies:

Cllr Philip

 

 

Officers Present:

Sally Crone

 

 


69.

To Receive Apologies for Absence

 

 

 

 

 

The Clerk reported that she had received apologies for absence from Cllr Philip

 

 

 

 

70.

Declarations of Interest (existence and nature) with regard to items on the agenda.  Members of the Council are subject to the Local Authorities (Model Code of Conduct) Order 2007 (S.I.2007/1159) (The Revised Code)

 

 

 

 

 

None

 

 

 

 

71.

Correspondence – Clerks Report

 

 

 

 

71.1

Letter to Essex County Council dated 30tth July,2009 regarding the purchase of the former Youth Centre site confirming the Parish Council’s desire to proceed with the purchase, requesting draft contracts and seeking stamp duty discount and deferred payment option

 

 

 

 

71.2

Letter to Epping Town Council dated 4th August,2009 expressing interest in extending the dog bin collection contract

 

 

 

 

71.3

Letter from Voluntary Action Epping Forest dated 7th August,2009 regarding the launch of the 2009 round of the Community Initiatives Fund

 

 

 

 

72.

To discuss and approve the Minutes of the Parish Council Meeting held on 30tth July, 2009

 

 

 

 

 

The Minutes of the Parish Council Meeting held on 30th July, 2009 were confirmed as a correct record

 

 

 

 

73.

Community Initiatives

 

 

 

 

73.1

Cllr Jones reported that the Village Association have advised the Parish Council that they are intending to call a meeting of their Trustees to be held on Tuesday 22nd September, 2009 for the purposes of discussing the Parish Council’s request for a donation in respect of the purchase of the former Youth Centre Site. Any Councillors from the Parish Council Community Initiatives Task and Finish Panel are welcome to attend

 

 

 

 

73.2

Cllr Hammond to arrange meeting with the Treasurer of the Village Association and the Responsible Financial Officer to draw up list of likely expenses in respect of the purchase of the former Youth Centre Site

 

74.

Finance

 

 

 

 

74.1

Cllr Dodman reported that next Meeting of the Finance Committee  is planned for 17th September, 2009

 

 

 

 

74.2

The Report of the Responsible Financial Officer having been previously circulated to all Councillors was considered.  The Report was commended by Cllrs Sowerby and Vincent

 

 

 

 

74.3

Cllr Dodman (Chair of the Finance Committee) pointed out that bank interest had diminished since the budget was prepared and also highlighted the amount of the water bill payable in respect of the Allotments for the current quarter which was higher than expected.  Cllr Purkiss agreed to inform allotment holders and to investigate whether there could be a leak.  It was agreed that the water bill should be paid and refund requested in the event of a leak. 

 

 

 

 

74.4

The payments as set out on Appendix 6 were approved subject to there being further investigations as to the cause of the increase in the water bill in respect of the allotments

 

 

 

 

75.

Parking

 

 

 

 

75.1

Cllr Vincent reported that the Council had received an email from a resident regarding the time changes affecting Orchard Drive. The Parking Task and Finish Panel had in fact previously met with officers from Essex County Council and District Councillors and agreed that these time changes should not go ahead and the matter will be raised at the next meeting of the Parking TAF

 

 

 

 

75.2

Cllr Purkiss reported that there are continuing problems with commuter parking on the verge along the Abridge Road. There has been a suggestion that suitable logs be installed on the verge to prevent this but this gives rise to possible complications as to public liability and it was agreed that it would not be advisable for the Council to take any such action – the matter requires resolution by Essex County Council and the Parking TAF are also in touch with PC Cook as to possible Traffic Order Regulation

 

 

 

 

75.3

Cllr Hannibal reported that there is a problem with parking of vehicle on the grass verge to the front of 50 Orchard Drive.  Cllr Vincent will ascertain from the Parking Shop whether the yellow line installed in the highway relates also to the relevant highway verge adjacent to the front garden of the property.

 

 

 

 

75.4

Cllr Vincent reported that a resident has raised issues regarding the parking of his commercial vehicle adjacent to 1 Theydon Park Road but it is to be hoped that the proposed new lay-by in the vicinity will alleviate the problem.

 

76.

Highways and Environment

 

 

 

 

76.1

Cllr Purkiss reported that the amount of highways work secured for the village is very pleasing and various initiatives are under way including the refurbishment of Elizabeth/Forest Drive and the installation of bike rack signs and repair to pot-holes in Red Oaks Mead.  Preparatory holes have been dug to facilitate the proposed new lay-by for Theydon Pk Rd opposite Blackacre Road.  Regarding the matched funding for £5000 invoice to be sought from Essex County Council in due course

 

 

 

 

76.2

Cllr Hannibal sought clarification regarding the refurbishment of Elizabeth Drive as to why the specification as to the south and north sides of Elizabeth Drive differs regarding the edgings and Cllr Purkiss will enquire of Essex Highways

 

 

 

 

76.3

Cllr Purkiss reported that the new Bus Shelter had been installed on the viaduct and had been well received by residents

 

 

 

 

76.4

It was agreed that the Clerk should contact Colin Freeman of Essex Watch Epping Police Station and request delivery of the new plastic signs and fittings but that the Council found it difficult to justify the cost of installation and would obtain further information on this aspect

 

 

 

 

76.5

Cllr Purkiss reported that VAS is awaited which had been delayed. A reply from Essex County Council in respect of the resident’s enquiry is awaited.

 

 

 

 

76.6

Resolved: that the Council do make a donation of an amount up to a maximum of £100 in respect of the refurbishment of the Parish Council/Theydon Bois Rural Preservation Society shared notice board adjacent to the Bull Public House such monies to be drawn from the Council’s General Environment Maintenance Budget

Proposed by: Cllr Purkiss
Seconded by: Cllr Hammond

Carried unanimously

 

 

 

 

76.7

It was agreed that Cllr Purkiss will speak with the regular Litter Pick team of volunteers and ascertain whether any are prepared to co-ordinate the monthly village Litter Pick and in the absence of any volunteers being so willing the issue to be referred back to Council for discussion as to implementation of a rota system

 

 

 

 

77.

Communications

 

 

 

 

77.1

Cllr Gooch reported that NTL had attended to remedy the problems with regard to the initial installation and the Village Association had been informed and now appeared to be happy.

 

 

 

 

77.2

Cllr Gooch reported that the confirmation of the transfer of the Council’s phone number by BT to NTL was awaited and he will continue to chase the matter

 

 

 

 

77.3

It was agreed that the new Council email address will be parishclerk@theydon.org.uk and the Clerk will liaise with the village website administrator to set up the new email address.  Thanks were expressed to Cllr Dodman for the time she had spent in researching the options regarding the domain name

 

77.4

Cllr Hannibal provided draft artwork for the new logo. Concerns were expressed as to certain aspects of the features of the deer and Cllr Hannibal will speak with the artist regarding some amendments.  Thanks were expressed to Cllr Hannibal for the time he had spent in the matter

 

 

 

 

77.5

Cllr Sowerby reported that no residents had attended the August Surgery although PC Andy Cook had attended.  Cllrs Dodman and Berry will cover the September Surgery and Cllrs Emmett and Vincent the October Surgery.

 

 

 

 

78.

Village News

 

 

 

 

 

Cllr Jones reported that there had been some problems with Precision invoicing now resolved.  Renewals of sponsorship are awaited. The editior was continuing to experience problems with converting the copy but he was continuing to liaise with Precision in this regard.

 

 

 

 

79.

Parish Council Storage Facility

 

 

 

 

 

The Clerk reported that the floor had been re-laid and is ready for installation of storage racking.  Cllr Vincent offered to measure the area and seek prices for suitable racking

 

 

 

 

80.

Risk Management

 

 

 

 

80.1

Cllr Berry reported that the Risk Management TAF had previously circulated suggested Council Policy Statement as to Risk Management and draft definition. The next stage would be to agree standardised template and for all groups to assess risks attributable to their own areas of responsibility. The Risk Management TAF advise that the areas of Parish Council Office, Litter Picks, One to Ones, and the Christmas Tree Lighting Ceremony should take priority.  The suggested Council Policy Statement and draft definition were agreed and it was suggested that the Risk Management TAF should produce draft Risk Assessment for the Christmas Tree Lighting Ceremony to be used as a basic guide

 

 

 

 

81.

Planning

 

 

 

 

81.1

The email from EFDC dated 11th August 2009 regarding the withdrawal of the Appeal in respect of the proposed commuter car park was noted.

 

 

 

 

81.2

It was agreed that EFDC should be approached with proposal for a meeting with Planning Officers to discuss the Blunts Farm site generally

 

 

 

 

81.3

It was agreed that the websites purporting to sell “building plots” at Blunts Farm should be reported to Trading Standards in Chelmsford

 

 

 

 

82.

Provision for the Elderly

 

 

 

 

 

Cllr Dodman reported that it was proposed to hold a second Afternoon Tea event for elderly and less mobile residents of the village on 20th November 2009.  It was agreed to proceed with this event. Cllr Emmett suggested that Risk Assessment be drawn up. 

 

 

 

 

83.

Reports from Representatives

 

 

 

 

 

There were none

 

 

 

 

84.

Any other Urgent Business to report (without decision)

 

 

 

 

 

Cllr Jones reported that resident had expressed concern about the arrangements for the collection of residual waste on a fortnightly basis and it was agreed that the Council should write to Epping Forest District Council accordingly.

 

 

 

 

85.

Allotments

 

 

 

 

 

Cllr Purkiss reported that the gate to the Allotments had been in disrepair for some time. It is thought that the installation of a barrier would give the Council more control as to activities on site and on the land to the rear of Red Oaks Mead.

Resolved: that the Council do instruct RG Clarke to proceed with the construction and installation of barrier to the Allotments Site in the sum of £944 plus vat in accordance with their estimate (copy attached)

Proposed by: Cllr Vincent
Seconded by: Cllr Hannibal

Voting:
In favour: Cllrs Jones (Chair), Gooch, Hannibal, Sowerby, Hammond, Purkiss, Berry, Vincent

Abstentions:  Cllrs Dodman and Emmett

 

86.

Cemetery

 

 

 

 

 

Cllr Hammond reported on the recent incidents of fly-tipping at the Cemetery which had been on a larger scale than before.  It is thought that the site is vulnerable to further fly-tipping episodes in the absence of a height restriction barrier to the entrance of the site and same is needed to deter larger vehicles depositing rubbish at the site

Resolved: that the Council do instruct RG Clarke to proceed with the construction and installation of suitable height restriction barrier to the entrance of the Cemetery Site up to the sum of £900 plus vat such sum to be taken from the Environmental Maintenance Budget

Proposed: Cllr Gooch
Seconded: Cllr Vincent

Voting:

In favour: Cllrs Jones (Chair), Gooch, Hannibal, Sowerby, Hammond, Purkiss, Berry, Dodman, Vincent

Abstention: Cllr Emmett who stated that he had abstained due to his concern over the estimate provided by Hayden & Wright which he considered to be suspicious

 

Top


Theydon Bois Parish Council

Minutes of the General Business Meeting of the Parish Council held at The Village Hall at
8 pm on Thursday 16th July, 2009

Councillors
Present:

Cllrs Jones, Philip, Dodman, Sowerby, Vincent, Hannibal, Hammond, Berry, Emmett, Gooch

 

 

Apologies:

Cllr Purkiss

 

 

Officers Present:

Sally Crone, Greville Norman

 

 

Representatives of Executive Committee of Theydon Bois Village Association Present:

Martin Oliver, Allan Cox, Sheila Shelbourne, Graham James


33.

To Receive Apologies for Absence

 

 

 

 

 

The Clerk reported that she had received apologies for absence from Cllr Purkiss

 

 

 

 

34.

Declarations of Interest (existence and nature) with regard to items on the agenda.  Members of the Council are subject to the Local Authorities (Model Code of Conduct) Order 2007 (S.I.2007/1159) (The Revised Code)

 

 

 

 

 

None

 

 

 

 

35.

Correspondence – Clerks Report

 

 

 

 

35.1

The Clerk reported that the following correspondence would not be read out verbatim but that copies of all correspondence referred to is available for inspection in the Parish Office:

 

 

 

 

 

Letter to Theydon Bois Village Association (VA) dated 26th June 2009 with reference to the proposed purchase of the former Youth Centre site

 

 

 

 

 

Letter from Brian Dadd Commercial Chartered Surveyors dated 8th July 2009 requesting confirmation of instructions regarding the former Youth Centre site

 

 

 

 

36.

To discuss and approve the Minutes of the General Business Meeting held on 25th June 2009

 

 

 

 

36.1

The Minutes of the General Business Meeting held on 25th June, 2009 were confirmed as a correct record.

 

 

 

 

37.

Community Initiatives

 

 

 

 

37.1

Cllr Jones in her capacity as Chairman confirmed that she intended to open the meeting at this point to enable the representatives of the VA here present to speak on this item of the Agenda

 

 

 

 

37.2

The Clerk reported that the survey and valuation reports commissioned by the Parish Council from Brian Dadd Commercial had been delivered to the Parish Office immediately prior to the meeting and whilst the reports were available for inspection at the meeting Councillors had not yet had the opportunity to review the reports and consider them in detail. Copies of the reports would be circulated to all Councillors for review after the meeting.

 

 

 

 

37.3

Reports as to the financial and legal implications of the proposed transaction together with report as to the steps required to obtain a public works loan from the Public Works Loan Board had been drafted by the Responsible Financial Officer and the Clerk all as previously circulated to Councillors.  These reports had been prepared on the basis of the facts known to the RFO and the Clerk at the time they were drafted and on the assumption that the transaction would proceed by way of grant by the Parish Council to the VA of the funds required to purchase the site, said grant having been financed by public works loan. 

 

 

 

 

37.4

Cllr Philip in his capacity as Parish Council Representative on the Executive Committee of the VA reported that the contents of the Parish Council’s letter of 26th June, 2009 referred to in Minute Reference 35.1 above had been discussed at a recent meeting.  He reported that whilst members of the Executive Committee of the VA were broadly in favour of securing the site for the benefit of the village concern had been expressed by some members regarding the proposal that the purchase should proceed in the name of the VA.  Cllr Philip further reported that the Parish Council’s request for financial assistance had met with general approval by the members of the Executive Committee of the VA, subject of course to the formal approval of the Trustees of the VA.

Martin Oliver (Chair of the VA) agreed that although there is a general feeling of support amongst the Executive Committee, there is also considerable unease regarding the Parish Council’s request that the VA should take ownership of the site.  Mr Oliver reiterated that this had not been agreed at the earlier meeting of the Executive Committee attended by Parish Councillors and that in any event the Trustees had not yet been consulted and it would be necessary to present a clear proposal when seeking their consent.  Mr Oliver also reported that there is general support amongst the Executive Committee with regard to the request for a donation of £25000 to cover the first six months of the costs of repayment of the proposed public works loan together with legal and survey fees and other start up costs but again this would be subject to the consent of the Trustees of the VA.  The VA may be willing to agree to make a further donation equal to the amount of the stamp duty land tax which would be payable by the Parish Council on the purchase.

Allan Cox (Treasurer of the Village Association) cautioned that the matter of the VA as a charitable body donating funds to the Parish Council would be a matter for the Trustees to decide, any appropriate legal advice having first been obtained. 

Cllr Hammond reported that there is a timing issue in that the relevant Cabinet decision of Essex County Council whereby the Cabinet decided to proceed with the sale was subject to a three month deadline.  Cllr Jones reported that this deadline had not been referred to in any correspondence and that it was not a condition of the letter dated 13th May 2009 sent by Essex County Council to the Parish Council setting out the heads of terms of the proposed sale. 

Cllr Philip proposed that the Parish Council should therefore proceed with the purchase of the former Youth Club site such purchase to be in made in the name of the Parish Council with possible eventual lease of the former Youth Club building to approved board of management such lease to be co-terminus with the lease of the Scout Hut building on the site. There was general agreement to this proposal in principle.

Cllr Emmett pointed out that a precedent had been set by Essex County Council in their negotiations with the developer in relation to the sale of the former Wansfell College site where an interest free loan/deferred completion had been agreed with the developer.  He suggested that the Parish Council should therefore revert to Essex County Council and seek similar treatment. There was general agreement to this suggestion and also to the proposal that Essex County Council should be asked to bear the cost of the stamp duty.  It was therefore agreed that the Clerk would draft a letter to Essex County Council for consideration by Councillors.

County Councillor Janet Whitehouse who was present at the meeting offered to identify and advise the Parish Council as to the appropriate contact at Essex County Council to take these matters forward.

 

37.5

Resolved: that Paragraph 17(i) of the Parish Council’s Standing Orders should be invoked to enable the purchase of the Youth Centre Site in the name of the Parish Council to be considered as an emergency motion

Proposed: Cllr Philip
Seconded: Cllr Hannibal
Carried unanimously

 

37.6

Resolved: that Theydon Bois Parish Council proceed with the purchase of the former Youth Centre Site subject to all satisfactory legal, financial and survey matters

Proposed: Cllr Hannibal
Seconded: Cllr Philip
Carried unanimously

 

 

 

 

37.7

Resolved: that the Clerk proceed to obtain three estimates of the legal costs involved in the purchase of the Youth Centre Site

Proposed: Cllr Hammond
Seconded: Cllr Hannibal
Carried unanimously

 

 

 

 

37.8

Resolved: that Cllr Hammond work with the Responsible Financial Officer and the Treasurer of the Village Association to produce an itemised list of the expenditure likely to be incurred by the Parish Council in connection with the proposed purchase of the former Youth Centre Site

Proposed: Cllr Jones
Seconded: Cllr Philip
Carried unanimously

 

 

 

 

37.9

The Clerk drew Councillors attention to the Report of the Responsible Financial Officer and to the form of Application for Borrowing Approval/Loan Sanction and to the Clerks Report entitled Steps To Acquire Public Works Loan which had been previously circulated to all Councillors. The Responsible Financial Officer advised that the question of ownership and the borrowing term are key issues and the latter is important as it affects the total cost of purchase.  He also advised that borrowing may extend to all capital costs of the purchase and that the amount of the loan eventually drawn down could be less than the amount requested on the original application form.  Thus part of the loan could be repaid on a fixed rate annuity basis and part on a variable rate without penalty. 

It was agreed by Council that having consulted with villagers on this basis that Application for Borrowing Approval/Loan Sanction should be made for the principal sum of £300,000 to be repaid over 25 years on a fixed rate annuity basis with rate to be determined at the time of drawdown.  Councillors reviewed points 5,6,7,8,9 and 10 of the Application for Borrowing Approval and agreed the matters for inclusion on the form.  It was agreed that the Clerk and the Responsible Financial Officer would finalise the Application for Borrowing Approval and submit same to the Essex Association of Local Councils with a covering letter

Resolved: that the Council do accept the Report of the Responsible Financial Officer dated 10th July 2009 and make Application for Borrowing Approval/Loan Sanction following the recommendations set out in that Report

Proposed: Cllr Hannibal
Seconded: Cllr Dodman
Carried Unanimously

 

 

 

 

37.10

Cllr Vincent pointed out that the Community Initiatives Task and Finish Panel members of the Parish Council had not been consulted on the date of the proposed Public Meeting on 17th July inviting residents to attend exploratory meeting to update those who may be interested in becoming involved in the project. Cllr Vincent did however confirm that he was not in principle against such meeting just that the timing was premature.  It was agreed that the proposed Public Meeting should go ahead at 17th July at 7pm with prepared statement to be read out to those attending that meeting as to the outcome of this Council Meeting.

Cllr Gooch enquired as to whether the VA envisages that the proposed community building should eventually fall under the umbrella of the VA.  Mr Oliver confirmed that there was no such intention due to lack of resources and capacity within the VA.  Mr Cox pointed out that the proposed purchase also included other land including the Scout Hut and that there could  be a conflict between those running the Scout Hut and those running the community building. Cllr Vincent confirmed that this issue had already been identified and discussed.

Cllr Jones thanked the representatives from the Executive Association of the VA for attending the meeting and for their most useful input.

 

38.

Finance

 

 

 

 

38.1

The Clerk confirmed that there was in fact no Appendix 6

 

 

 

 

38.2

The payments to be made as shown on Appendix 7 attached were approved. The Council will discuss the payment to the Horticultural Society in respect of the engraving fee before next years Front Gardens Competition.

Resolved: that the Council do pay the amounts referred to in the schedule of payments to be made on the attached Appendix 7

Proposed: Councillor Dodman
Seconded: Councillor Berry
Carried unanimously

 

 

 

 

38.3

The latest draft amendment to the Council’s Financial Standing Orders Issue 3 as previously circulated to Councillors was approved subject to further amendment to paragraph 10.4 where the wording “shall seek to obtain” shall be inserted after the words “…RFO” in the penultimate line

Resolved: that the Council do approve and adopt Financial Standing Orders Issue 3 dated with today’s date subject to the amendment to paragraph 10.4 where the wording “shall seek to obtain” shall be inserted after the words “…RFO” in the penultimate line

Proposed: Cllr Dodman
Seconded: Cllr Philip
Carried unanimously

 

 

 

 

39.

Standing Orders

 

 

 

 

39.1

Cllr Hannibal reported that he had proposed amendments to the Council’s Standing Orders which had been previously circulated to Councillors.  Pursuant to these amendments all meetings would be Council Meetings with the public able to speak at the bi-monthly meetings only.  After some debate councillors were unable to agree and it was agreed that Cllr Hannibal would recirculate revised draft for presentation to Councillors at the next meeting

 

40.

Committee Structure and Terms of Reference

 

 

 

 

40.1

Cllr Jones referred to point 5 of the report of Joy Sheppard, Chief Executive of Essex Association of Local Councils in connection with Meetings, Procedures and the Law relating to Parish Councils and reported that this report had identified the need for any committee structure to have well defined and documented “Terms of Reference”. Cllr Jones confirmed that the Clerk and Responsible Financial Officer would be drafting such Terms of Reference for the Council’s Finance, Planning and Cemetery Committees for approval by full Council

 

 

 

 

41.

Parking

 

 

 

 

41.1

Cllr Vincent reported that the meeting hosted by the Councillors on the Parking Task and Finish Panel with officers from Essex County Council Highways had been constructive and he reported as follows:

41.1.1 That the Parish Council had recently been informed by Essex County Council Highways that Purlieu Way had been withdrawn from the list of Theydon Bois streets identified within Traffic Regulation Order 14 (TRO 14)

41.1.2 That the remainder of TRO 14 would be implemented in 4-6 weeks time

41.1.3 That there is a requirement for Highways to prove “a need” in relation to the installation of any yellow lining.  The Parish Council would continue to work in conjunction with Essex County Council to ensure that all residents were informed as to any proposals for yellow lining and all residents should be encouraged to make their opinions known to Essex County Council Highways regardless of whether they were “for” or “against” any such scheme

41.1.4 That Essex County Council Highways are in the process of drafting TRO 15 which is intended to cover the slip road linking Hornbeam Road with Loughton Lane, Blackacre Road, Green Glade and Pakes Way

41.1.5 That concern had been expressed by the Parish Council as to the ongoing commuter parking at the top of Station Hill and on the grass verge along the Abridge Road

41.1.6 That the Parish Council had now been advised that in relation to any residents parking scheme, given that the village is on the Central Line that 40% of any such allocated parking would have to be made available to commuters on a “Pay and Display” basis.

 

 

 

 

42.

Office Broadband

 

 

 

 

42.1

Cllr Gooch reported that NTL had attended and laid new broadband cable connection. There had been some problems with the installation but speeds of downloads were much improved. There was a need for the Council to agree upon a new email address and Cllr Jones pointed out that there is an existing domain name of theydon.org which could be used.  Cllr Sowerby mentioned that there may be alternatives such as the use of a .gov.uk address and it was agreed that the various options should be looked into.

 

 

 

 

43.

Provision for the elderly Afternoon Tea Event

 

 

 

 

43.1

Cllr Dodman reported that the Council had arranged an “Afternoon Tea and Chat” event for elderly and less mobile residents on Friday 24th July and that all arrangements were in hand.

 

 

 

 

44.

Parish Council Surgeries

 

 

 

 

44.1

Cllr Sowerby reported that the regular monthly Council surgeries were continuing and proving successful.  It would be helpful if all duty Councillors could complete prescribed Feedback Form which could be obtained from the Clerk

 

 

 

 

45.

Best Kept Village Competition 2009

 

 

 

 

45.1

Cllrs Hannibal and Purkiss had attended the recent Rural Community Council of Essex Annual General Meeting and received the Merit Award on behalf of the Council awarded to the village in the Best Kept Village Competition 2009

 

 

 

 

46.

CCTV

 

 

 

 

46.1

Cllr Gooch reported that upon Detection Security Systems Ltd attending the Buxton Trust site they had identified the need for a new transmitter compatible with the new CCTV receiver equipment which had been installed and that the Buxton Trust had had no option but to authorise the additional works to proceed.   Under this proposal the net cost to the Parish Council would remain unchanged with the additional £322 to be met by the Buxton Trust and Theydon Bois Tennis Club.

Resolved: That the Council will pay Invoice Number JUN 008 issued by Detection Security Systems Ltd on the understanding that Theydon Bois Tennis Club and the Buxton Trust will reimburse the Council the additional sum of £322.50

Proposed: Councillor Gooch
Seconded: Councillor Hannibal
Carried unanimously

 

 

 

 

47.

 

47.1

Any Other Urgent Business For Report (without decision):

Cllr Jones reported that she had been invited by the VA to attend a demonstration of their new CCTV cameras at the Village Hall and that she would accept invitation and report back to the Council

 

 

 

 

47.2

The Clerk reported that it is likely that the new Bus Shelter to be situated on the viaduct will be installed in early August.

 

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Theydon Bois Parish Council

Minutes of the General Business Meeting of the Parish Council held at The Village Hall at
8 pm on Thursday 25th June, 2009

Councillors
Present:

Cllrs Jones, Philip, Dodman, Sowerby, Vincent, Hannibal, Hammond, Berry, Emmett

 

 

Apologies:

Cllrs Gooch and Purkiss

 

 

Officers Present:

Sally Crone, Greville Norman


17.

To Receive Apologies for Absence

 

 

 

 

 

The Clerk reported that she had received apologies for absence from Cllrs Gooch and Purkiss

 

 

 

 

18.

Declarations of Interest (existence and nature) with regard to items on the agenda.  Members of the Council are subject to the Local Authorities (Model Code of Conduct) Order 2007 (S.I.2007/1159) (The Revised Code)

 

 

 

 

 

None

 

 

 

 

19.

Correspondence – Clerks Report

 

 

 

 

 

The Clerk reported that the following correspondence would not be read out verbatim but that copies of all correspondence referred to is available for inspection in the Parish Office

 

 

 

 

19.1

Letter dated 13th May 2009 from Essex County Council to TBPC with terms of offer for sale of Youth Centre Site to TBPC

 

 

 

 

19.2

Letter dated 22nd May 2009 from TBPC to Essex County Council in reply to the letter mentioned in 19.1 above

 

19.3

Letter dated 22nd May 2009 from TBPC to Essex Association of Local Councils regarding possible Public Works Loan to purchase Youth Centre Site

 

 

 

 

19.4

Letter dated 27th May 2009 from Essex Association of Local Councils to TBPC in response to the letter mentioned in 19.3 above

 

 

 

 

19.5

Letter dated 9th June 2009 from Theydon Bois Village Association regarding their withdrawal from CCTV maintenance cover arrangement with TBPC in respect of the Village Hall

 

 

 

 

19.6

Letter dated 12th June 2009 to Mr K Sambridge in response to request under Freedom of Information Act.  In relation to this item the Clerk explained that she had had an exchange of correspondence with Mr Sambridge regarding a visit made by a Parish Councillor to his development site in Forest Drive.  Mr Sambridge had made a Freedom of Information Act request which had been processed. 

 

 

 

 

20.

To discuss and approve the Minutes of the Full Council Meeting held on 28th May 2009

 

 

 

 

 

The Minutes of the Full Council Meeting held on 28th May, 2009 were confirmed as a correct record subject to the following amendments which were initialled by the Chairman upon signing the Minutes:

 

20.1

1.1 The words “Carried Unanimously” were deleted as there was in fact no vote there having been no other nominations for Chairman

 

20.2

3.1 The words “Carried Unanimously” were deleted as there was in fact no vote there having been no other nominations for Vice-Chairman

 

 

 

 

21.

Community Initiatives

 

 

 

 

21.1

Cllr Hammond reported that he had attended the Youth Centre Site on Saturday 20th June to enable interested residents to inspect the building and that a number of residents had attended expressing positive views and with offers of practical help.  He had been unable to attend the Public Meeting on 19th June.  Cllr Hammond also reported that David Hall, the Officer dealing with the proposed sale at Essex County Council had now retired but that correspondence should continue to be addressed to him and would be passed to the person now dealing. 

 

 

 

 

21.2

A Surveyor and employee of Cllr Hammond had undertaken a Survey Report of the former Youth Centre building a copy of which had been circulated to Members. A note of the Surveyor’s qualifications and professional address would be provided. Cllr Hammond reported that he had spoken with Brian Dadd Commercial surveyors who had advised him that the Village Association would require Section 37 valuation and that the fee would be in the order of £700.  It was agreed that full structural survey of the former Youth Centre building should also be obtained and that Brian Dadd Surveyors would be asked to provide quotation to carry this out at the same time as the Section 37 valuation.

Resolved:  That Brian Dadd Commercial be instructed to carry out Section 36/37 Charities Act valuation of the Youth Centre site as outlined in red on Plan reference number DP10436A annexed to the letter to TBPC from Essex County Council dated 13th May 2009 and full structural survey of the former Youth Centre building on the site

 

 

 

 

 

Proposed:  Cllr Hammond   Seconded:  Cllr Vincent

 

 

Carried unanimously

 

 

 

 

21.3

Cllr Hammond reported that letter had been drafted by the Clerk to the Village Association requesting their assistance in connection with the proposed acquisition of the Youth Centre site as previously circulated to Members.  It was agreed that this letter in the form annexed should be sent to the Chairman of the Village Association as soon as possible

 

21.4

Cllr Hammond reported that he had received various offers of support and willingness to join any Board of Management.  Cllr Philip reported that the PCC of St Mary’s Church had also expressed their support.  It was agreed that open request would be extended to residents from all sectors of the community to join the Board of Management so that suitable cross-section of the community should be involved.

 

 

 

 

21.5

The Clerk reminded Members that Public Works Loan Application Form would require detailed review and that supporting Report would be required as a condition of the application.  It was agreed that the Clerk and the Responsible Financial Officer should commence review of the Application Form

 

 

 

 

21.6

Cllr Emmett suggested that a memorandum of understanding should be entered into between Theydon Bois Parish Council and Theydon Bois Village Association to record the parties intentions to include Terms of Reference for the Board of Management and to set out the Parish Council’s expectations on behalf of residents for the Site/Building and all present were in general agreement with this.

 

 

 

 

22.

Finance

 

 

 

 

22.1

The budgeted payments as shown on Appendix 4 attached were approved

 

 

 

 

22.2

The payments to be made as shown on Appendix 5 attached were approved the Responsible Financial Officer having pointed out that it had been necessary to add some items to the original Appendix 5 which had been previously circulated

 

 

 

 

22.3

Cllr Dodman reported that the draft Annual Accounts for the year ended 31st March 2009 had been circulated to Members for their consideration.  Cllr Hammond stated that he wished to comment that he had a concern about the increase in staff costs over the previous year.

 

 

Resolved: To approve and adopt the Annual Accounts for the year ended 31st March 2009

 

 

 

 

 

Proposed: Cllr Dodman Seconded: Cllr Philip

 

 

Carried unanimously

 

 

 

 

22.4

Cllr Dodman reported that a draft copy of the Annual Return for the year ended 31st March 2009 had been circulated to Members for their consideration.

 

 

 

 

 

Resolved: To approve the completed Statement of Accounts and Annual Governance Statement as set out in Sections 1 and 2 of the Annual Return Form for the year ended 31st March 2009

 

 

 

 

 

Proposed: Cllr Dodman  Seconded Cllr Hannibal

 

 

Carried unanimously

 

 

 

 

22.5

Cllr Hannibal reported that Financial Standing Orders were under review and latest draft with draft TBPC credit card policy had been previously circulated to Members.  It was however agreed that due to the need for a further revision to the draft TBPC credit card policy paragraph 14.7 to record that the outstanding balance on all credit cards would be paid in full by cheque each month that this item would be held over until the next meeting

 

 

 

 

22.6

Cllr Dodman reported that TBPC credit card had been received and that the RFO had drafted credit card policy as previously circulated to Members with draft Financial Standing Orders. In view of the matters referred to in 22.5 above this item would be held over until the next meeting

 

 

 

 

22.7

The decision of the Finance Committee at their meeting held on 11th June 2009 to create a new budget for the Provision of the Elderly Task and Finish Panel utilising the £100 which had arisen from a saving in Donations expenditure in a prior year identified by the Responsible Financial Officer upon the implementation of the new RBS software was noted by Members

 

22.8

Cllr Dodman reported that the Finance Committee at their meeting held on 11th June 2009 had agreed that recommendation be made to Full Council for the re-appointment of Louise Fuller as Internal Auditor for 2010

 

 

 

 

 

Resolved: That Louise Fuller be appointed as Internal Auditor for 2010

 

 

 

 

 

Proposed: Cllr Dodman  Seconded: Cllr Philip

 

 

Carried unanimously

 

 

 

 

22.9

Cllr Dodman reported that the Finance Committee had recommended that the TBPC Barclays Bank plc Bank Account Number 50965995 with outstanding credit balance of £0.12 should be closed

 

 

 

 

 

Resolved: That Barclays Bank Account Number 50965995 be closed and balance transferred

 

 

 

 

 

Proposed: Cllr Dodman   Seconded: Cllr Berry
Carried unanimously

 

 

 

 

23.

Internal Auditors Report

 

 

 

 

23.1

Cllr Hannibal reported that in view of the comments made by The Internal Auditor it had been decided to amend the Standing Orders and he referred to the draft amendments to the Standing Orders previously circulated to Members.  It was agreed that these revisions would be discussed at the next General Business Meeting and this item was therefore held over on this basis

 

 

 

 

24.

Dog Bins

 

 

 

 

24.1

Cllr Vincent reminded Members of the previous action point reference Minute Number 11 of the Minutes of the General Business Meeting held on 14th May 2009 and it was agreed that this item be held over to the next General Business Meeting the Clerk having obtained some costings for additional bins

 

25.

Parking

 

 

 

 

25.1

Cllr Vincent reported that the Parking Task and Finish Panel had met on 27th May and that it had been agreed to send a letter to all residents in Purlieu Way advising them of the latest situation with regard to TRO 14.  Cllr Vincent produced draft letter which was discussed and agreed by Members.  It was further agreed that letter in this form be delivered to all residents in Purlieu Way as soon as possible

 

 

 

 

25.2

Cllr Vincent also reported that the Parking Task and Finish Panel had arranged meeting with officers from Highways – Essex County Council to which District and County Councillors had also been invited.  This meeting would take place on Thursday 2nd July at Theydon Bois Village Hall

 

 

 

 

 

26.

Police

 

 

 

 

26.1

Cllrs Jones and Vincent reported that they had attended recent Police Neighbourhood Action Panel Meeting which had been most useful.  Issues raised had included the parking problems along the Abridge Road and the activities at the Jacks Hill Car Park.  In relation to the former it would appear that the Police were unable to take action but that the matter was being investigated by Highways and in relation to the latter appropriate procedures were being followed by City of London and the Police but residents are encouraged to report any incidents to the Police.  Cllr Jones reported that the matter of the Beat mobile had also been raised and that PCSO is now being trained and it is to be hoped that the vehicle will attend at times to be advised.  Cllr Jones had suggested that attendance on a Saturday morning would be very helpful

 

 

 

 

26.2

Cllr Vincent reported that PC Andy Cook had put forward a suggestion for a Police Surgery to be held at the Village Hall in the foyer to coincide with TBPC “One to Ones”.  The Village Association have expressed support and it was agreed that formal request should be made to the Village Association for the Police to use the foyer and that PC Cook would be advised that all were in agreement

 

 

 

 

27.

Front Gardens Competition

 

 

 

 

27.1

Cllr Jones and the Clerk expressed their grateful thanks to all Members for the time which they had spent in preparing a short-list of front gardens for the front gardens competition organised by the Horticultural Society.  Nominations had now been passed to the Horticultural Society for the final judging

 

 

 

 

27.2

The future format of the front gardens competition was discussed and it was agreed that residents should also be invited through Village News to nominate gardens although Parish Councillors would also continue to provide nominations

 

 

 

 

28.

Communications

 

 

 

 

28.1

Cllr Hannibal reported that he had undertaken some investigations to obtain costings of artwork of the Parish Council logo to include conversion of the logo to electronic format to be used for all Parish Council branding

 

 

 

 

 

Resolved: That funding be approved in the order of £400 to obtain electronic line drawing version of the Parish Council logo to be used for the purposes of Parish Council branding

 

 

 

 

 

Proposed: Cllr Hannibal    Seconded:  Cllr Hammond

 

 

 

 

 

All voted in favour with the exception of Cllr Emmett who abstained

 

 

 

 

28.2

Cllr Jones reported that Parish Council email addresses are now as follows@

Clerk:
theydonboisclerk@supanet.com

Responsible Financial Officer: financeofficer@theydon.org.uk

Burial Supervisor:
cemetery@theydon.org.uk

Residents are also now invited to submit articles for Village News to:
theydonnewsdesk@theydon.org.uk

 

28.3

Cllr Jones reminded Members that copies of all correspondence sent by Members on Parish Council matters should be sent to the Clerk and that the majority of Parish Council correspondence should in fact be sent out by the Clerk under her name.  All correspondence in relation to Parish Council matters should be sent to the Parish Office and not to Members home addresses

 

 

 

 

29.

Office Broadband

 

 

 

 

 

Cllr Jones reported that Cllr Gooch was liaising with NTL with regard to the new broadband connection

 

 

 

 

30.

Sustainable Communities Act 2007 (SCA)

 

 

 

 

 

Cllr Dodman reported that Essex County Council (ECC) is supporting the SCA and is working to prepare submissions to central government under the provisions of the SCA.  All proposals must be submitted by councils to the Local Government Association by 31st July 2009.  ECC has published details of its proposals on its website and these can be found at www.essex.gov.uk/sca. ECC has invited views on its proposals.  Comments on these and any further proposals must be submitted to ECC by 12th July 2009.  Cllr Dodman reported that the process is expected to recur on an annual basis Councillors agreed to note the SCA and to consider putting a proposal forward at the next available opportunity.

Cllr Philip reported that in his capacity as District Councillor he is bringing a motion calling upon Epping Forest District Council to support and note the SCA and to bring forward suitable proposals under the SCA and this motion will be considered at the meeting of Epping Forest District Council on 30th June, 2009

 

 

 

 

31.

Any Other Urgent Business to Report (without decision)

 

 

 

 

31.1

Cllr Sowerby commented that she would like the subject of Parish Council Surgeries to appear on future agendas so that Members could report back on resident’s views and how those comments had been actioned as appropriate

 

 

 

 

31.2

Cllr Jones advised that Cllr Dodman had volunteered to represent the Parish Council on the Epping Forest Countrycare Liaison Group

 

 

 

 

31.3

The Clerk reported that invitation had been received from The Rural Community Council of Essex in respect of their AGM on 9th July when the results of the annual Best Kept Village Competition would also be announced

 

 

 

 

31.4

Cllr Hammond commented that estimates for a proposed barrier to the entrance to the allotments had been obtained by Cllr Purkiss and circulated to Members and these would be reviewed by Members at the next General Business Meeting

 

 

The Public and Press were excluded from the following item

 

 

 

 

32.

Cemetery

 

 

 

 

32.1

Cllr Hammond reported that three estimates had been circulated to Members in respect of proposed works to resurface the cemetery paths

 

 

 

 

 

Resolved: That Brymac London Ltd be instructed to undertake works to the cemetery paths in accordance with their quotation in the sum of £3,100 plus vat

 

 

 

 

 

Proposed: Cllr Vincent   Seconded:  Cllr Sowerby

 

 

Carried unanimously

 

 

 

 

32.2

Cllr Hammond commented that additional meeting of the Cemetery Committee will be required to deal with other matters in relation to the management of the Cemetery including the depositing of spoil by grave-diggers and the review of estimates in respect of proposed barrier to the entrance to deter fly-tippers

 

Top

Theydon Bois Parish Council

Minutes
General Business Meeting of the Council held at
8.00pm on Tuesday 14th May, 2009 in the Village Hall

 

Present:      Councillors Jones (Chair), Berry, Dodman, Emmett, Gooch, Hannibal, Purkiss, Sowerby and Vincent.  Cllr Philip joined the meeting during Agenda item 8.

1.     Chairman’s Welcome.  The Chairman welcomed councillors and residents to the meeting. Changes in the order of the Agenda were suggested.  Item 16 (Cemetery) be removed as insufficient quotes had been received.  Items 6 and 10 (Youth Centre and Roles and Responsibilities) be moved down the Agenda in order that Cllr Philip could participate on his arrival. Item 18 (Any other Urgent Business for Report) be moved up the Agenda to enable public participation.  All changes were unanimously agreed by those present.
2.     Apologies for absence.  Apologies were received from Cllr Hammond.  Cllr Philip had advised that he anticipated joining the meeting during the course of the Agenda.
3.     Declarations of Interest  
3.1       Cllr Hannibal declared an interest in item 15.1 on the Agenda by virtue of being on the Buxton Trust.  He determined his interest was neither personal nor prejudicial.  Cllr Gooch declared a personal interest in item 15.1 on the Agenda by virtue of being Secretary of the Buxton Trust.
4.     Correspondence
4.1       There were no items to report.
5.     The Draft Minutes of the Public Meting held on 5th May, 2009 were approved as a correct record. 
6.     Risk Assessment
6.1       It was agreed that Cllrs Berry, Sowerby and Vincent be appointed on to a newly formed Risk Assessment Task and Finish Panel.
7.     Code of Conduct – to consider adoption of Clause 12.2
7.1       Cllr Hannibal clarified to Members the implications of adopting Clause 12.2 of the Code of Conduct.  It was agreed that no action would be taken at this time and the matter would be revisited when Quality Status was to be considered.

8.     Annual Review of Standing Orders
8.1       Cllr Dodman stated that there should be clarification when and on what items the public could speak during a Public Meeting. It was agreed Cllr Hannibal make draft revisions to be considered at the next Public meeting.
9.     Planning
9.1       Appeal against refusal of planning permission by EFDC for a commuter car park on       part of the Blunts Farm site
Cllr Gooch advised the Appeal was to go to a Public Inquiry and any submissions should be forwarded by 28th May 2009.  Cllr Gooch to circulate a draft submission to planning committee for approval.

TBAG have posted details regarding the Appeal on their web site.  Cllrs Sowerby and Gooch to contact Jim Watts to put information on the Village Web site.

Cllr Emmett advised that during a telephone conversation some time ago with Mr Newman the developer had stated that he was confident he would win on Appeal.   Cllr Emmett stated that the police should be persuaded to stop the commuter parking up on the Abridge Road.
10.   Open Spaces Audit
10.1     Cllr Gooch advised that EFDC were seeking feedback from the Parish Council from their audit of open spaces for Theydon Bois as part of a district wide audit.  Cllrs Gooch and Purkiss to provide EFDC with additional information and correct some inaccuracies.

11.   Dog Bins
11.1     Cllr Vincent reported that a bin was needed on the corner of Woodland Way and Morgan Crescent, with possibly the need in other areas for bins to be installed on the grass verges.  Cllr Philip to explore possibilities under EFDC’s Safer Greener Cleaner initiative.  Clerk to find out costings for dog bins.  Agenda item next GB meeting.

12.   Village News
12.1     Cllr Jones reported that the Editor of Village News had requested that he purchase Adobe Photoshop Lightroom software to assist him in the production of Village News.
Resolved:        That Tony Ames be authorised to purchase the necessary software at the best available price.
Proposed:         Cllr Philip         Seconded:        Cllr Vincent
Carried Unanimously
13.   CCTV
13.1     To consider letter from Buxton Trust dated 8th May 2009 and their request for a contribution of one third of the total cost of repair/replacement of the faulty receiver equipment serving the CCTV cameras situated at the Cricket/Tennis Club on land owned by the Buxton Trust, said total cost being estimated at £840 plus VAT (letter attached to these Minutes).
Cllr Gooch reported that when the cameras were installed during 2004/5 the Parish Council had considered the Buxton Trust cameras as an integral part of the Village wide system and had contributed to the cost accordingly.  The cameras at the Tennis Club were picking up images but these were not being transmitted or recorded due to a fault.
Resolved:       That the Parish Council instruct the works to proceed for a replacement CCTV receiver on the Buxton Trust Ground.  Parish Council to be invoiced on the understanding the cost is split three ways between the Buxton Trust, the Tennis Club and the Parish Council at a total cost not to exceed £1,000 plus VAT, with the Buxton Trust and Cricket Club reimbursing the Parish Council one third of the cost each, excluding VAT.
Proposed:         Cllr Emmett                  Seconded:        Cllr Sowerby
Carried Unanimously
14.   Youth Centre
14.1     Cllr Jones reported that a Youth Task and Finish Panel meeting had been held on Monday 11th May and at the time she felt it had been a productive meeting.  Cllr Berry had taken the Notes (copy attached to these Minutes (Note 01 Word) ).  The best way in which to consult the Village had been discussed at length.  It had been agreed that a public meeting be held at the Village Hall on 18th June, subject to room availability.  In addition, a questionnaire is to be attached in the middle of the June edition of Village News. Cut off date for responses to be 30th June.
14.2     A letter, via e-mail, from David Hall at Essex County Council had been received into the office today stating that they were prepared to sell the site to the Parish Council for £300,000, subject to certain restrictive covenants.
14.3     Action points:   Draft a letter to NALC seeking permission to apply for a Public Works Loan.
Cllr Jones to get a further site valuation from Hetheringtons.
Cllr Hammond to get an estimate for work required on the building from surveyors.
Cllrs Purkiss and Hammond to provide the text for a leaflet which the Communications group will prepare.
14.4     Cllr Jones reported that a letter addressed to the Parish Council (appendix 02 pdf) raising concerns regarding the Parish Council’s handling of the negotiations on the Youth Centre had been received from Cllrs Dodman, Emmett, Berry, Sowerby and Vincent (copy appended to these Minutes).
14.5     Cllr Jones voiced her extreme disappointment that such a letter had been received after a seemingly positive meeting two days earlier.  She stated that it would appear that the Council had made no progress in working cohesively together during the past year.
14.6     Cllr Hannibal stated that he was not expressing a view on the points raised but felt that the matter had been raised in such a diabolical way, with no mention of the concerns being made at the Youth Task and Finish Panel meeting, that it was dishonourable.
14.7     Cllr Philip stated that he was insulted that he was not consulted on his views on the matter when it may be that he agreed with some of the points raised.  He felt his exclusion may have been for political reasons.
14.8     Cllr Gooch stated that he was disappointed that in not consulting anyone else Cllrs Dodman, Emmett, Berry, Sowerby and Vincent had done the very thing that they were accusing Cllr Hammond of.
14.9     Cllr Purkiss stated that he was staggered that the matter had not been raised at the Youth Task and Finish Panel meeting and the subsequent letter was subversive and undermined the principles of a Parish Council.  He stated that without Roy Newland the whole site would have been lost to the community.
14.10.  Cllr Jones then asked if there were any further comments from any other councillor.
No other Councillors wished to comment. 

See also letter from Roy Newland (appendix 01 pdf)

15.   Roles and Responsibilities 2009-2010 Council Year
15.1     The current list was reviewed and changes made.  New list to be circulated and agreed at the next Public meeting on 28th May.
16    Other urgent Business for report (without decision)
16.1     Cllr Jones reported that she had heard from Keith French at the City of London regarding complaints that have been made about the lewd activities in Jack’s Hill car park.  As a result of the complaints the City of London and Police are patrolling the area more frequently and Outreach Groups are visiting the area.  Public to be encouraged to make formal complaints to the City of London, Police or Parish Council in order build up a ‘log’ of incidents to justify any action that could be taken.  Action Point: Article for June edition of Village News.
16.2     Cllr Jones reported that Norman Stanley had resigned as Chairman of the Village Association and would be succeeded by Martin Oliver.  Cllr Philip suggested, and it was agreed, the Parish Council write a letter of appreciation to Mr Stanley.
16.3     Cllr Purkiss reported that he had had a difficult verbal exchange with a resident in Forest Drive, concerning a property which is currently being demolished, having questioned him regarding damage to the pavements which may have been caused by the construction works to the property. Cllr Purkiss suggested that EFDC should put conditions on planning consent whereby the applicant puts down a refundable deposit to cover any damage to the pavement and greensward outside their property. 
16.4     Cllr Philip reported that he had tabled a motion at the District Council regarding EFDC opting in to the Sustainable Communities Act.
16.5     Cllr Vincent stated that any nuisance problems around the Youth Centre site should be reported to the Police or Parish Council as evidence of such activities may assist in securing a future grant towards CCTV equipment at the site.
16.6     Cllr Philip offered thanks to Cllr Jones for fulfilling the role of Chairman during the past year.
The following Agenda items were discussed after the exclusion
of members of the  Public and Press
17.   Staff Matters
17.1     Handover from Clerk to new RFO

Cllr Jones reported that Madeleine McCarthy would come in to the office on 1st June when the new RFO, Greville Norman, starts for a formal handover session.  She will also attend the Finance Meeting on 11th June to finalise the 2008-2009 Accounts.  These two sessions will count as one day in the office which will be taken in lieu from a previously taken holiday entitlement. There will therefore be no further charge to the Council.

Appedix to Item 15:Youth Initiative Notes (Note 01 Word) Councillors Letter (appendix 02 pdf) Letter from Roy Newland (appendix 01 pdf)

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Theydon Bois Parish Council

Minutes
General Business Meeting of the Council held at
7.30pm on Tuesday 5th May, 2009 in the Village Hall

Present:      Councillors Jones (Chair), Berry, Dodman, Emmett, Gooch, Hammond, Hannibal, Philip, Purkiss, Sowerby and Vincent.

1.     Chairman’s Welcome.  The Chairman welcomed councillors and residents to the meeting and apologised for the postponement from the 30th April.
2.     Apologies for absence.  There were no apologies for absence.
3.     Declarations of Interest  
3.1       Cllr Hammond declared a personal interest in item 10.1 on the Agenda by virtue of being related to a director of one of the companies quoting for the works. He said he would not vote on this issue.
4.     Correspondence
The Clerk reported on the following (copies appended to these Minutes):-

4.1       Letters of thanks from Theydon Bois Primary School and Epping Forest Citizens Advice Bureau for recent donations.

5.     The Draft Minutes of the Public Meting held on 26th March, 2009 were approved as a correct record. 
6.     Youth Centre
6.1       Cllr Jones assured the public that every Councillor was open minded regarding this subject.  She then handed over to Roy Newland for an update on the current position. (Report attached).
6.2       The Chairman then opened up the meeting for comments from the public:
A query was raised regarding the ownership and right of way from Loughton Lane up to the Buxton Trust ground.
Comment from the joint chairman of Theydon Youth regarding the restricted facilities and storage space at the current meeting point at St. Mary’s Church Hall.
Lady in bookshop commented that she had been happy to galvanize support for the Theydon Youth but felt unable to go on the committee due to health problems and negative comments from some quarters regarding youngsters.
District Cllr Frankel commented that the scouts were supportive in principle to the Youth initiatives.
John Warren asked if the current Parish Council were committed to a proper consultation process, including considering a mail shot to every household.  Cllr Hammond assured him that there would be a full consultation.
The Chairman then closed open forum with the public.
6.3       Cllr Hammond reported that on today’s figures the interest on a Public Works Loan (PWL) for £300,000 would be fixed at 4.23% and over a period of 25 years would amount to a cost of 24p per household per week.  However, the Precept and council tax for this year has already been set and cannot be increased for this financial year.  However, the Village Association (VA) could call a special meeting in which to consider funding for the remainder of this year, subject to the results of a public consultation on the proposals.
6.4       Fundraising events could be organised in the Village.  Essex County Council is keen to sell the site quickly and there is no guarantee that the Village Green application will be successful.  Should the Village Green application fail, costs in the order of £20,000 could be payable.
6.5       If the site is acquired, the Parish Council could take over the lease on the Scout building and the community would have control over the entire site as well as maintaining the size of the car park.  If the Youth Centre is set up under a charitable trust, no stamp duty would be payable and would benefit from 20% off the business rate.
6.6       Cllr Hammond stated that running costs on the Youth Club would be in the region of £28,000 per annum, which would include and PWL repayment and insurance costs.  Grants may be available and this is being researched. Cllr Hammond stated that, in his opinion, no significant structural problems were evident and that the building had not markedly deteriorated given the length of time it had remained empty.
6.7       One valuation of the site has been obtained from James Sear at £500,000, taking into consideration the access strip bordering Rozel, the Youth Centre building and the lease value of the Scout building, but excluding any wish/hope value for further development.  Essex County Council is seeking £300,000 for the site from the Parish Council.
6.8       Cllr Hannibal pointed out that a written report and estimate should be carried out as to refurbishment of the Youth Club building.  Cllr Dodman stated that if a PWL was obtained which would increase the Precept then that would necessitate increasing the Reserve, further adding to the Precept.  Cllrs Vincent and Emmett stated that a properly prepared business plan should be prepared, to include a worst case scenario.
6.9       Cllr Hammond indicated that the first stage was to seek permission from the National Association of Local Councils (NALC) to approach Public Works Loan Board (PWLB) for a Loan.  Cllr Philip asked for clarification if NALC required an exact or an indicative figure.  Cllr Gooch stated that the VA would be a perfect vehicle as a charitable trust for the youth club to be affiliated to the VA. Cllr Jones pointed out that the VA is short of manpower but it was possible that they would support the project financially.  The VA may have to change the Trustee Terms in their Constitution in order to facilitate such support.  Cllr Emmett stated that when Wansfell was sold Essex County Council provided the developer with an interest free loan to purchase the site.
6.10     Cllr Purkiss pointed out that very positive developments had been achieved in the possible purchase of the site in so far as originally Essex County Council had been asking £1.1m from the Parish Council for the site, which later reduced to £600,000 and now stood at £300,000.
6.11     Cllr Jones stated that identifying the next steps to move forward was required.  It was agreed the action points would be as follows:
1.         Youth Committee to spearhead project.  Organise urgent meeting of Youth        Committee.  Cllr Purkiss to join Committee.
2.         Obtain Essex County Council’s proposals to sell to the Parish Council for £300,000 in writing.
3.         Obtain from NALC agreement in principle to borrow the funds through a PWL.
4.         Obtain one or two further valuations of the site. 
5.         Formulate project plan for councillors and public to consider, to including details of        financing.
6.         Obtain written report on state of repair of the Youth Club building
7.         Youth Centre as Agenda item on GB meeting on 14th May and Public Meeting on 28th May.
8.         If practicable, put proposals out for consultation in the June edition of Village News.
7.     Planning
7.1       Gypsy and Traveller Sites
Cllr Gooch advised that EFDC had issued a methodology statement in the form of a process- flow chart to show the process they will use to select sites for further consideration.

Cllr Sowerby stated that TBAG needed more funds for professional advice and would be seeking funds through the June edition of Village News.

Cllr Philip stated that a hard copy of the joint submission had been distributed to all the District Councillors.

7.2       Motorbike activity at Blunts Farm

Cllr Gooch stated that Stephan Solon at EFDC had confirmed that no Enforcement Notice had been raised against the use of land for motorbike activity as the riding of motorbikes was permissible for up to fourteen days in any one year.  However, there are Enforcement Notices in place which cover the entire site regarding the construction of the Golf Course.  Compliance is due by October 2009.

Cllr Dodman confirmed that Stephan Solon had reported that he had recently visited the site and that he saw no evidence that work towards eventual compliance with the Enforcement Notices had yet commenced and before seeking legal advice he was going to check the ownership of the land.
8.     Highways
8.1       To confirm Match funding for Highways work in Elizabeth Drive
Cllr Purkiss stated that it would cost Essex Highways approximately £25,000 to refurbish the pavements in Elizabeth Drive and had agreed in principle that they would undertake the works with £5,000 match funding from the Parish Council.  Although it was recognised that other roads were also in need of repair, Elizabeth Drive was considered a priority.
Resolved:       £5,000 be spent as match funding with Essex Highways to achieve complete refurbishment of Elizabeth Drive, to be taken from the Parish Council 2008/2009 budget as previously earmarked.
Proposed:         Cllr Purkiss                   Seconded:        Cllr Hammond
Carried Unanimously
8.2       Update on the removal of Purlieu Way from Parking Order TRO14
Cllr Vincent reported on the current situation in Purlieu Way.  (Report appended to these Minutes).
8.3       General Highways Matters
Cllr Purkiss reported that a new scheme would be in place in mid-June whereby EFDC Rangers with a lorry would be available throughout the district to carry out general highway maintenance and repairs e.g. rectifying damaged sign posts. Parish Councils would put in a request for their time.
Cllr Philip reported that as part of localism initiatives three positions had been created on the Local Council Liaison Committee and representatives were being sought.  Cllr Philip suggested Cllr Purkiss be nominated to stand on the group as it would be beneficial to the Parish Council, particularly with regard to Highways.
Resolved:        Cllr Purkiss name be put forward to the Local Council Liaison Committee to be considered as one of the three local council representatives.
Proposed:         Cllr Philip         Seconded:        Cllr Gooch
Carried Unanimously
9.     Feedback from Councillors from recent Training Courses
9.1       Cllrs Sowerby and Berry reported back from the training courses on Engaging with your Community and Project Planning.  (Copy of their Notes attached to these Minutes).
Cllr Jones pointed out that it was not a mandatory requirement for the Parish Council to have a stand alone website in order to achieve Quality Status as stated in Cllr Sowerby’s report.  A link from Essex County Council’s Making the Links site is sufficient to access the Parish Council section on the Village website.
The following Agenda items were discussed after the exclusion
of members of the  Public and Press
10.   Cemetery
10.1     To consider quotes for upgrade of path in the Garden of Remembrance
Cllr Hammond reported that the Cemetery Committee had met on site and looked at the regraded sample area carried out at the path in the Garden of Remembrance. Available quotes were considered.  The method of loose lay and roll was considered preferable due to costs.  Decision as to contractor deferred until GB meeting on 14th May in order to obtain three up to date quotes.
In addition, consideration is to be given to erect an iron height restriction barrier at the entrance to deter fly tipping.  Three quotes to be obtained, including asking Norman Riley.

11.   Office Broadband
11.1     To consider estimates for upgrading broadband in Parish Office
Cllr Gooch reported that the current office broadband arrangements were insufficient to cope with the forthcoming changes to viewing planning applications on line.  He had researched best available replacement packages for suitability for purpose and costs.
Resolved:       It is proposed to change to Virgin Media at 20 mb for £50 per month, subject to survey, and to agreement with the Village Association regarding cabling requirements.
Proposed:         Cllr Philip         Seconded:        Cllr Hannibal
Carried Unanimously
Action Points:   Cllr Gooch to arrange survey by Virgin at a cost of £99.  He will ask them for advice regarding wireless broadband.
Cllr Gooch to arrange for transfer of data from old to new desktop to be professionally done in order that it be up and running by 3rd June, when RBS are to install new Finance software.  He will also get professional to check that laptops are working correctly.  Cablestar in Thornwood to be considered as a possible contractor.
12.   Staff Matters
12.1     NALC Pay Award
NALC have issued a National Pay award for Clerk which should be backdated to 1st April 2008.  Current Clerk does not wish to claim this award.  Pay for Deputy Clerk, Sally Crone, was considered and agreed at £10.10 per hour (SCP 22 @ £10.097 p.h. rounded upwards) on taking up the role of Clerk on 1st June, to be reviewed on her attaining the CiLCA qualification.
12.2     RFO Position
Responsible Financial Officer to be paid £10 per hour.
13.   Any other Urgent Business for Report
13.1     Cllr Vincent stated that the Emergency Response Pandemic Planning was up to date. Agenda item Public Meeting 28th May.

13.2     Cllr Hannibal reported that £1,000 was needed by the Buxton Trust in order to rectify problems with the CCTV camera at the ground.  However, due to a substantial fall in investment income, the Trust may have to approach the Parish Council for financial assistance in order that Village wide CCTV coverage is maintained.

13.3     Cllr Vincent reported that The Safer Communities Group had been unable to provide a grant for the recent CCTV upgrade at Tesco.   However, they may be able to assist if the Youth Centre re-opens.  The CCTV contract with Theydon Security (now Theydon Property Services) is up for renewal in November 2009.

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Theydon Bois Parish Council

Minutes
General Business Meeting of the Council held at
8 pm on Thursday 12th March, 2009 in the Village Hall

Present:      Councillors Jones (Chair), Berry, Emmett, Gooch, Hammond, Philip, Purkiss, Sowerby and Vincent.

1.     Chairman’s Welcome.  The Chairman welcomed councillors and residents to the meeting.
2.     Apologies for absence.  Apologies were received from Cllr Dodman and Cllr Hannibal.
3.     Declarations of Interest  
3.1       Cllrs Emmett and Sowerby declared a personal and prejudicial interest in item 6.1 on the Agenda by virtue of being members of TBAG.
4.     Correspondence
The Clerk reported on the following (copy appended to these Minutes):-

4.1       An EFDC committee report regarding waste management.

5.     The Draft Minutes of the General Business meeting held on 26th February, 2009 were reviewed and approved. 
6.     Gypsy and Traveller Sites
6.1       Cllrs Emmett and Sowerby left the room having previously declared an interest in this item (see 3.1 above).

6.2       Cllr Jones reported that TBAG have sought a request for funding via March edition of Village News in order to pursue the omitted sites issues.  It had been suggested that the Parish Council take on the position of an underwriting role in making up any financial shortfall on the £1,000 TBAG needs for the legal advice the Epping Forest District Residents Collective are seeking regarding omitted sites. 

6.3       Cllr Vincent asked if it was considered as a worthwhile aspect to object to.  The benefit would be to stall the process and delay a decision.

6.4       It was then discussed as to whether all of the £5,000 set aside in the budget for specialist advice on the Gypsy and Traveller sites should be held back until September should either or both of the two sites in Theydon Bois be taken forward.  Cllr Philip stated that in the meantime, if there were to be a judicial review regarding the legality of omitting some sites, the process would not be able to progress.

6.5       It was agreed in principle to underwrite the £1,000 provided a valid way to do so was available.  Action Point: MH to check legalities of to whom the underwritten amount can be payable.

7.     Finance
7.1       An amendment to Clause 14.1 of Issue 2 of the Financial Standing Orders dated 26/02/09 was made as follows: the words ‘from time to time’ were omitted and replaced by the word ‘annually’.

Resolved:       To approve the above amendment to the Financial Standing Orders.

Proposed:         Cllr Jones         Seconded:        Cllr Vincent
Carried Unanimously

7.2       Action PointClerk to check how much is remaining in the budget in order to consider a donation to the Epping Citizens Advice Bureau.

8.     Meeting with Village Association
8.1       Cllr Philip reported that a productive meeting had taken place between the Parish Council and Village Association.  Cllrs Philip, Jones and Vincent represented the Parish Council and Martin Oliver, Peter Fitch and Alan Cox the Village Association (VA).
8.2       The VA representatives agreed to carry forward recommendations to the Executive Committee that the VA pay the bills for the Village Hall Alarm and that the provision of Wi-Fi at the Hall be looked into and paid for by the Parish Council, which would be of benefit to Hall users.
8.3       Cllrs Jones and Philip to attend the AGM of the VA in April and present the possibilities of running a Public Works Loan (PWL) to fund a new Youth Centre and incorporating the management expertise of the VA in running the facility, if the building becomes available from Essex County Council.  In addition, it was felt useful if there could be a meeting every six months between the VA and Parish Council to discuss matters of mutual interest.
9.     Staff Matters
9.1       The Clerk has given Notice to the Chairman and will be leaving on 28th May and will not be attending the Public Meeting on that date.  Cllr Jones to approach the Assistant Clerk to enquire if she wants to take up the post or increase her hours, failing which a resident of the Village would be a preferred replacement.
10.   Any other Urgent Business for Report
10.1     Cllr Berry raised queries regarding the installation of bicycle racks by the shops, flooding on the path by the pond, lack of signage at the playground and uncontrolled dogs on The Green.  Action points:  JB to write article re dog owners’ responsibilities for June edition of Village News.  AP and PV to speak to Highways regarding signage at the Playground and Highways and City of London re flooding by the pond.

10.2     Action Point:  PG to investigate obtaining faster broadband into the Office.

10.3     Action Point:   Clerk to write to VA re payment of Village Hall Alarm bills and possible installation of Wi-Fi.

10.4     It was agreed to arrange for Perfect Pcs to install Adobe, anti-virus software and cemetery e-mail address at a cost of £90.  Action point: Clerk to arrange.

10.5     Cllr Jones suggested holding a meeting for the Provision for the Elderly Panel on Thursday 2nd April at 7.30 p.m.

10.6     It was agreed that the Communications Panel would review the format of the Annual Parish meeting for March 2010.

10.7     Cllr Hammond reported on the latest position with regard to the Youth Centre.  The opportunity for purchasing the building may arise and Cllr Hammond had researched the possibility of raising a PWL for £300,000, which would have to be agreed with NALC before submission to the PWL Board.  The 2009-2010 Precept has already been agreed therefore a new PWL could not impact on the council tax until 2010-2011.  Action point:  Clerk to check possible increase in the Council Tax per household for a £300,000 loan.  Arrange meeting of Youth Initiatives Panel before next Public Meeting.

10.8     Cllr Jones asked for suggestions for the Villager of the Year 2009.

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Theydon Bois Parish Council

Minutes
General Business Meeting of the Council held at
8 pm on Thursday 26th February, 2009 in the Village Hall

Present:      Councillors Jones (Chair), Berry, Dodman, Emmett, Gooch, Philip, Purkiss, Sowerby and Vincent.

1.     Chairman’s Welcome.  The Chairman welcomed councillors to the meeting.
2.     Apologies for absence.  Apologies were received from Cllr Hammond and Cllr Hannibal.
3.     Declarations of Interest  
3.1       Cllr Philip declared an interest in item 12 on the Agenda by virtue of being a District Councillor.
4.     Correspondence
The Clerk reported on the following (copies are appended to these Minutes):-

4.1       Letter of thanks from Theydon Youth for PC funding.

  1.                    4.2       Request for Information under the Freedom of Information Act
  2.                                regarding parking restrictions.
  3.                    4.3       Letter from the Local History Recorder.  It was agreed to approve his request              and have a picture taken with Mr Roberts and the Chairman of the hand over to                       the Museum.  Seek ways of reducing print costs.
  4.                    4.4       Confirmation from EFDC of receipt of Gypsy and Traveller                                           Consultation responses.

5.     The Draft Minutes of the Public meeting held on 29th January, 2009 were reviewed and approved.  Action point arising (MM): publish new dedicated police telephone numbers in Village News.
6.     Gypsy and Traveller Sites
Cllr Philip reported that as a District Councillor he had received a number of submissions from other towns and parishes and suggested that the Theydon Bois submission should be send to all District Councillors.  This was agreed.  Cllr Jones to produce a front sheet, office to produce 58 copies and Cllr Emmett to do the binding.

Cllr Dodman reported that TBAG had sought a request for funding via March edition of Village News in order to pursue the omitted sites issues.  TBAG have also approached the Village Association for funding.

Cllr Gooch suggested the Parish Council took on the position of an underwriting role in making up any financial shortfall on legal advice the Epping Forest Collective are seeking re omitted sites.  Cllr Dodman will request the Epping Forest Collective Group, which is furthering the omitted sites, contact the Parish Council.

Cllr Jones suggested that the Parish Council endorse the request from TBAG to the Village Association (subject to the Village Association’s charitable status) at the forthcoming meeting between the Village Association and the Parish Council.

Action point arising: Cllr Gooch to write planning article for March edition of Village News including an update on Gypsy and Traveller.
7.     The Old Foresters Site
7.1       Cllr Gooch reported that Mr Harris of Diverse Care had until 31st March 2009 to comply with the Enforcement Notice.  Mr Harris has been in discussions with EFDC regarding a possible planning application but needs to prove ‘special circumstances’ to develop in the Green Belt, which he has yet to provide to the District Council.  Further meeting to take place between the developer, EFDC and the Parish Council.

7.2       Cllr Gooch reported that he had spoken to Bradley Smith regarding his proposals for finishing the golf course at Blunts Farm.  He had yet to convince the Environment Agency to provide the necessary Certificate to proceed with his proposals.  The Environment Agency do not approve of the tyre bales method of providing drainage for the site.
8.     Finance
8.1       Draft amendments to the Financial Standing Orders had been circulated and further amendments, some of which were suggested by the Internal Auditor, were discussed. 

Resolved:       To approve the Financial Standing Orders, including amendments made during the meeting.

Proposed:         Cllr Philip         Seconded:        Cllr Vincent
Carried Unanimously

8.2       It was agreed that it was desirable to have two further bank signatories for the signing of cheques and that Cllr Berry and Cllr Purkiss would be added to the bank mandate. Action point: MM.

8.3       A meeting between the Village Association and the Parish Council has been arranged for 5th March.  Cllrs Jones, Philip and Vincent to attend and Clerk to take Minutes.  Included on the Agenda will be Gypsy and Traveller Omitted Sites, contribution to Public Works Loan, Storage Facilities, Village Hall Alarm, shared cost of Wireless connections, broadband and other technical issues, Christmas Tree Lighting Ceremony, possible financial donation to the Youth Club and assistance with running of the Youth Centre building, Noise in the Parish Office caused by skateboarders.

8.4       Clerk to collect private donations from Councillors following Emma Hannibal’s funding request for Project Sri Lanka (see the administration note at the foot of  the Finance Minutes of 5th February 2009).
9.     Cemetery
9.1       Cllr Vincent reported on the recent Cemetery Meeting (refer to Cemetery Minutes of     6th February 2009).  The programme of works was discussed, as well as the need for the gates to be re-hung and the possibility of a bar in front of the gates to stop high sided vehicles entering and fly-tipping.
10.   Parking Restrictions Update
10.1     Cllr Vincent reported on the situation in Purlieu Way, Harewood Hill & Baldocks Road.  At the meeting in January 2009 he reported although there had already been 2 opportunities to object to the installation of Yellow lines, the Parish Council had been approached by residents who claimed they were unaware that yellow lines were coming to their streets. In the desire to ensure the process was fair and transparent, the Parish Council provided every household a final opportunity to voice any objection before the TRO was signed off.

The results are:             Purlieu Way:                 49 properties - 10 objections.  
Baldocks Road:            32 properties - 3 objections.
Harewood Hill:             26 properties - 12 objections

On behalf of the Parish Council Cllr Vincent has written to Cllr Richard Bassett confirming Purlieu Way and Baldocks Road’s inclusion in Traffic Regulation Order 14 and have requested that Harewood Hill be omitted.

10.2     With regard to Theydon Park Road, although informed by Highways that the requested variations could be included within TRO 14, David Mant has decreed that the required consultation process would unnecessarily delay the implementation of TRO 14 and for that reason it will now be included in another TRO.

10.3     Following further complaints from residents about commuter parking, we are soon to consult with residents in Green Glade, Pakes Way and Blackacre Road. The process will follow recent consultations with each property allowed one vote for or against the introduction of lines. The draft letter is currently being circulated within the Parking Task and Finish Panel. Once the results are known, the matter will be put before the full Council and then Highways with our recommendations, which will include the already agreed single and double lined restrictions for the two access sections into Hornbeam Road, from Loughton Lane and Graylands.
11.   Highways
11.1     Cllr Purkiss reported that he and Cllr Vincent had met with David Forkin of Essex Highways earlier in the week to discuss the 2009-2010 Highway improvements for the Village following on from the Parish Highways and Environments Committee requests and priorities e.g.the section of road being re-planed between The Bull and the ‘banjo’ at the Station, Forest Drive to the junction with Dukes Avenue and the pavements in Elizabeth Drive. It had been agreed that, with the assistance of Parish/Highways match funding Elizabeth Drive should be a priority in view of the public’s comments and the amount of foot traffic it receives.  The road in Red Oaks Mead was also considered poor but it was thought that filling in pot holes was required initially and to establish whether the road is actually adopted.

Due to the extent of poor footways in the Village, Highways proposed ‘slurry sealing’.  Cllr Purkiss’s view is that this was not value for money in the long term and that  the public had been very pleased with the re-forming of pavements such as in Coppice Row last year.  The ‘slurry sealing’ in Loughton Lane demonstrated what a poor job it had been and was only an interim solution.  Highways were to report back after they decide what can be done in the next year in terms of the budgets available.

Cllr Purkiss reported that the Parish had won £22,100 from the Community Initiatives Fund for tactile paving and £17,500 for off street parking at the lower end of Theydon Park Road.  After discussing the matter with Highways and Cllr Vincent on site in Theydon Park Road it was now thought that it might be preferable for some residents to apply for crossovers following the relaxation of the rules.

Cllr Emmett asked Cllr Purkiss if he had visited the Abridge Road with Mr Forkin, to which he replied in the negative.   Cllr Emmett stated that council tax payers in the Abridge Road would not appreciate being excluded from Highway improvements and from match funding and from consideration for a continuous pavement.  He asked that his objection that Cllr Purkiss had not discussed this with Mr Forkin be Minuted.

Cllr Purkiss replied that areas in the Village that received the most foot traffic should be considered as areas of priority, hence the discussions regarding Elizabeth Drive.  Cllr Purkiss mentioned that some weeks prior to the meeting with Mr Forkin, he had been out with the Highways Inspector looking at pot holes in the Abridge Road, Coppice Row and other parts of the Village.

Cllr Philip advised that further consideration was being given to speed activator devices at District Council.

*  Cllr Berry left the meeting at this point.

A debate ensued between Cllrs Emmett and Purkiss regarding the upkeep of the grass around the fingerpost sign at the junction of the Abridge Road and Coopersale Lane, litter picking and the upkeep of the Village in general.
12.   Sustainable Communities Act
12.1     Cllr Dodman had written to Cllr Syd Stavrou, Community Wellbeing Portfolio Holder at EFDC, to ask the District Council’s position in signing up to the Sustainable Communities Act.  A reply had been received but had not addressed the question.  Cllr Philip to speak to Cllr Stavrou.
13.   Any other Urgent Business for Report
13.1     A new rota for surgeries from March to June was agreed. Action point: MM to e-mail rota to councillors.

13.2     EFDC have withdrawn their planning application for three houses on the site of the Village Green application.  Update on Youth Centre site as Agenda item next General Business Meeting.

13.3     It was suggested that a meeting of the Youth Committee be arranged before the next Public meeting to be held on 29th March.

13.4     It was suggested a meeting be arranged to discuss the Provision for the Elderly.

13.5     Deputy Clerk to arrange further Councillor Training Days.

13.6     The Chairman thanked TBAG, the Rural Preservation Society, residents groups and other councillors for their work on the Gypsy and Traveller Consultation.

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Theydon Bois Parish Council

Minutes
General Business Meeting of the Council held at
8 pm on Thursday 15th January, 2009 in the Village Hall

Present:      Councillors Jones (Chair), Berry, Dodman, Emmett, Gooch, Philip, Purkiss and Vincent.

1.     Chairman’s Welcome.  The Chairman welcomed councillors and members of the public to the meeting.

2.     Apologies for absence.  Apologies were received from Cllr Hammond, Hannibal and Sowerby.

3.     Declarations of Interest.  

3.1       Cllr Emmett declared an interest in item 7 on the Agenda by virtue of living opposite one of the sites identified and being a member of the South Theydon Bois Residents Association and TBAG.

3.2       Cllr Philip declared an interest in item 7 on the Agenda by virtue of being a District Councillor.

3.3       Cllr Dodman declared an interest in item 7 on the Agenda by virtue of being a member of TBAG.

4.     Correspondence
The Clerk reported on the following:-

4.1       A letter of thanks from Home Start Epping Forest for the Theydon Bois Christmas Tree Lighting event charity collection when the Parish Council raised £358.

4.2       Confirmation that Julia Milovanovic from the Citizens Advice Bureau will be coming to address the General Business Meeting on 26th February.

5.     The Draft Minutes of the Public meeting held on 27th November, 2008 were reviewed and approved. 

6.     The draft Minutes of the General Business meeting held on 11th December, 2008 were reviewed and approved. 

7.     Gypsy and Traveller Sites

7.1       Cllr Gooch reported that the Parish Council and TBAG were of the same opinion that one joint response would add more weight to the arguments against the proposals.  One submission should be available for residents to sign up to.

7.2       In line with Foskett Marr’s approach, no other sites in the District would be suggested as alternatives to those in Theydon Bois. 

7.3       At the suggestion of Cllr Philip it was agreed that the Parish Council write to EFDC separately expressing an opinion, in addition to completing the questionnaire.

7.4       There was a discussion regarding the format of the forthcoming public meetings regarding the Gypsy and Traveller sites.

8.     Finance

8.1       The budget for 2009-2010, having previously been circulated, was agreed.  Clerk to check tax base figures with EFDC and provide a copy Cllr Dodman’s finance report with the Agendas at the next Public meeting.

Resolved:        To agree the draft budget for 2009-2010.

Proposed:         Cllr Dodman                 Seconded:        Cllr Philip
Carried Unanimously   

8.2       New Finance Committee to comprise Cllrs Dodman (chair), Berry, Hannibal, Jones, Philip and Vincent.  Meeting to be held a.s.a.p.  Financial Standing Orders to be reviewed.

8.3       Meeting to be organised with VA requesting suggestions for Agenda items.   Cllr Jones as Chair, Cllr Philip as VA representative and one other councillor to attend.

9.     Cemetery

9.1       The programme of works item on the Agenda was deferred until the next Cemetery Committee Meeting on be held on 6th February 2009. Cemetery Chairman to report back in full to the General Business Meeting on 26th February with agreed programme of works.

10.   Communications

10.1     Cllr Jones reported that following a meeting with Jim Watts and Tony Mitchell the Parish Council web site is undergoing an image update.  It is intended that the Village web site as a whole will also have an image update in due course with further information and links to the site.  Cllr Sowerby looking into updating headed paper design.

11.   Highways

11.1     Cllr Purkiss confirmed that the new bus shelter on the viaduct had been ordered and the contractor would be liaising with Essex Highways regarding installation, which it is hoped will be completed by the end of March

11.2     A wish list has been circulated to the Highways Committee members in order to agree priorities for road repairs and earmark areas for matched funding. 

12.   New Office Equipment and Software

12.1     Cllr Gooch reported that a new desktop and two new laptops had been purchased and delivered to the office at a cost of £1,374.43 ex VAT.  A projector and screen are to be ordered.  Clerk to order RBS software packages for finance and cemetery.

13.   Closure of Robert Daniels Court Day Club

13.1     Cllr Jones suggested that a Task & Finish Panel be set up to look into provision for the elderly in the Village.  Robert Daniels Court should be approached regarding the possibility of restarting the Club at their premises.  Panel will comprise Cllrs Emmett, Berry, Jones, Dodman.  Clerk to ask Cllr Sowerby if she would like to join.

14.   Sustainable Communities Act

14.1     It was agreed that Cllr Dodman would draft a letter to Syd Stavrou, Community Wellbeing Portfolio Holder at EFDC, to ask the District Council’s position in signing up to the Sustainable Communities Act.

15.   Any other Urgent Business for Report

15.1     Cllr Gooch outlined details of the planning application on the site of the Youth Centre for the benefit of those Members who are not on the Planning Committee.  It was felt that the Parish Council could not comment on the application as it was currently in negotiation with Essex County Council on the future of the land, which is tied in with the Village Green application.

15.2     It is intended to send a Planning Committee member to speak at the EFDC meeting against the proposals for a car park on the Old Foresters site.

15.3     Cllr Philip reported that the annual Open Gardens Day is at risk due to lack of volunteers to help organise it.  In particular they are looking for an overall co-ordinator for the event.

15.4     Cllr Berry asked about following up queries raised at the Surgeries.  In future queries and follow up actions will be reported back to the General Business meetings.

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