DANBURY PARISH COUNCIL
Minutes of the meeting held on Wednesday 29 March 2006
at 7.45pm in the Parish
Office
Public
Question Time
Mrs J Wells attended in connection with item 134 (co-option to Council). Mr R Creak attended from 9.37pm.
131 Apologies
for absence
Apologies were received and accepted from Cllrs A Allen, G Gardiner, C Lambert, M Telling. Mr Allen and Mrs Lambert were absent on Council business. (Mr Allen later joined the meeting.) County Cllr Peter Martin had also sent apologies.
132 Declarations of Interest
Members
were reminded that they must declare any personal or prejudicial personal
interests in any items of business on the meeting’s agenda.
Mr Powell declared a general interest in item 134 (co-option to
Council) by virtue of being a client of Mrs Well’s business in Danbury. Mr Powell declared a general interest in item
148c (football) by virtue of being a member of Danbury Mission.
133
Minutes
RESOLVED: that the minutes of the Extraordinary Meeting held on 6th March 2006 be approved and signed as a correct record. There were no matters arising.
134
Co-option of Parish Councillor
The Chairman welcomed Mrs Jacki Wells who had applied to become a Parish Councillor. Mrs Wells spoke in support of her written request, which had been circulated, and answered questions from members. Mrs Wells then left the meeting. (See also item 153 below.)
135
Parish Action Plan – Good Neighbour document
In the absence of Mr Allen this item was deferred.
136
Terms of Reference
Minor corrections to the ToR were noted. A proposal that Leases be removed from Facilities Committee and returned to Parish Council was discussed. RESOLVED: a) that responsibility for Leases be removed from Facilities Committee and returned to Parish Council; b) that the Terms of Reference of Committees, with the agreed corrections and amendment, be approved for inclusion as Part IV in the Parish Council’s Standing Orders.
137
Parish Charter
Members were reminded that the Charter was in two parts, Part I for all Parish Councils and Part II for Quality Councils. Staff changes at CBC had caused a delay but action was now being taken by the Borough to make progress with the Charter.
138 Leases
a) Danbury Community Association: The final draft of the lease was currently with the DCA’s solicitor. Council noted that the lease would now commence on 1st July 2006 and run for 15 years, the first review date being 1st April 2009 and every 5 years thereafter. In discussion the following points were agreed: · the Clerk to take advice to confirm that the agreed wording prohibited the lease from being assigned. (Cllr Thomson subsequently examined the lease and confirmed that this point was correct); · the term ‘Rent Cap’ to be replaced by a more suitable phrase and the stated sum to be revised to reflect current values; · water bills must be met by the DCA to ensure good management of water use. The cost of installing meters would be met by the Parish Council; · the responsibility for contents insurance must rest with the DCA. (The building itself to be insured by the Parish Council). RESOLVED: that the Chairman be authorised to sign the lease subject to the above issues being resolved. b) Bowling Club: The lease had been passed to Council’s solicitor for preparation of the final draft; c) Eves Corner Lease: The Council was seeking permission from the National Trust to resurface the car parking area. This should not delay conclusion of the lease, which was almost unchanged from the current lease. RESOLVED: that the Chairman be authorised to sign the lease when finalised. d) Lingwood Common: The parcel of land under the jurisdiction of the Parish Council at Lingwood Common had been identified and ECC had confirmed that it was registered as a ‘village green’. The owner of adjoining land who was presumed to have installed the fencing around the green had been asked to remove it.
139 The
Sustainable Communities Bill
The response from John Whittingdale MP to the Council’s letter requesting support for the Bill was noted. Mr Whittingdale said that he shared the Council’s concerns about the need to preserve viable local communities but did not feel that the Bill was the best way to achieve this. He was therefore unable to support the Bill. Simon Burns MP had not responded to the Council’s letter.
140
Dawson Field
Registration of Dawson Field and the area of pitches 3 and 4 with the Land Registry had been completed. Members discussed whether to investigate the possibility of ownership of pitches 3 and 4 being transferred to the Council, and also whether ownership of the public conveniences might be transferred to the Council. RESOLVED: a) that CBC be requested to consider transferring ownership of the area of land covering pitches 3 and 4 to the Parish Council; b) that the Clerk consult with CBC regarding the implications of transferring the public conveniences to the ownership of the Council, including whether ownership of the land on which they stood would also be transferred and whether funds to cover upkeep would be handed over.
141
Corporate Identity of Parish Council
At the request of the Chairman, Council considered adopting a colour scheme and professional logo for its headed paper and other purposes. Members were asked to approve the proposal in principle for further investigation. Mr Wood suggested that Mr C Tressider’s company might be engaged on a business basis to provide possible designs. RESOLVED: that the adoption of a corporate logo and colour scheme be approved in principle and that options be investigated.
142
Grant to
A grant of £750 had been awarded in the current financial year to Essex Wildlife Trust towards the cost of fencing Hitchcock’s Meadow. The Trust had written to the Council to ask whether the money could instead be used for tree safety works, and had submitted quotations. In considering the request, members noted that requests from other organisations to use grants for purposes other than those stated in the grant application had been refused. RESOLVED: that the request by Essex Wildlife Trust for transfer of grant funds to an alternative purpose be refused.
143
The Council had been awarded a grant of £8,431 by the Essex Environment Trust towards the cost of new and replacement play equipment. The Council was required to enter into agreement with the Trust by authorising the Chairman to sign the following statement: “It was reported that Danbury Parish Council had been awarded
funding from Essex Environment Trust towards the installation of new play
equipment at Dawson Memorial Field in
I certify that the above resolution was passed on the 29th March, 2006. Signed………………… Stuart Berlyn,
Chairman of
Accordingly the Council RESOLVED: that the Deed be entered into and that the Chairman be authorised to sign the above statement on behalf of the Council. The staff were thanked for their work in securing the grant.
144
CBC Standards Committee
CBC had requested nominations to fill a vacancy on the Standards Committee for an Independent Member. This must not be a Councillor. Members were asked to pass suggested nominations to the Clerk.
145 Publicity
a) Danbury Times: Mr Wood reported that the newsletter had gone to print. As agreed by the Council, the Danbury Times and the Parish Action Plan were to be delivered to households together, and because of this bundles of both publications would on this occasion be delivered direct to members’ homes. Council agreed that a letter of thanks be sent to Mr Chris Tressider for his help with the successful production of the newsletter. b) Danbury Leaflet: Mr Wood circulated a distribution list for supplies of the leaflet – some local, some further afield – and requested Councillors to contact him if they could assist with deliveries; c) Annual Parish Meeting: The speakers at the meeting were to be Superintendent Tim Stokes, Essex Police, and also Ray Stannard, Crime Reduction Officer, on behalf of Neighbourhood Watch. Mr Wood requested members to arrive early on the night to assist in setting up.
146
Request to Erect a Notice Board on Land adjoining the Chantry
The Parochial Church Council of the Parish Church of St John Baptist had requested permission to erect a notice board near Church Green on land adjacent to The Chantry, Main Road. The land in question was owned by the Parish Council. The letter included a description of the proposed noticeboard, which would be constructed by Bakers of Danbury, and offered to provide full plans if required. RESOLVED: that permission be given for the noticeboard to be installed.
147
Reports from Village Organisations
No reports were received.
148 Reports
from Committees and Sub-Committees
In addition to the minutes received, the following reports were made: a) Resources: The purchase of a suitable digital projector was ongoing. The Committee had considered an urgent request for additional funding for fencing following a break-in and theft of diesel from the Groundsman’s compound; b) Planning Committee: Mr Allen, who had recently arrived from a meeting of the CBC Planning Committee, reported that at that meeting applications at 2 Dilston and Cliftonville, Southwood Chase, had been approved despite strong local objections. He had represented the Parish Council, and a number of neighbouring residents had also attended and put their views to the Committee. The Chairman reported on an informal meeting at the Parish Office between himself, Mr Allen, Cllr Ian Wright and Mr David Green, Head of CBC Town Planning services. The meeting had been arranged at the request of Cllr Wright, and the topics discussed included the Borough’s current priorities in relation to the existing Local Plan and the referral of applications to the CBC Planning Committee by the Parish Council. A number of proposals aimed at improving understanding between Town Planning and the Parish Council had been put forward. c) Facilities: The Chairman reported that the Groundsman had prepared a schedule of essential remedial work to ensure that the pitches were in playable condition for the football next season. The work would require the closure of pitches 2, 3 and 4 for the whole of June, July and August. In discussion members were divided, with some wishing to keep one open pitch open to enable the Saturday children’s football to continue over the summer. Other members felt that the Groundsman’s advice was necessary to ensure the suitable condition of the pitches for next season. The Chairman proposed that the Groundsman’s proposals be accepted and that pitches 2, 3 and 4 be closed from 1st June to 31st August 2006. Mr Hawkins proposed an amendment to the effect that one pitch, or part of a pitch, be kept available for football over the summer. The proposal and amendment were put to the vote. Mr Powell, as a member of Danbury Mission, which was responsible for Saturday children’s football, declared an interest and indicated that he would abstain. Mr Wood requested that the vote be recorded. Voting on the amendment was as follows: In favour: Mr Brooks, Mr Hawkins and Mr Thomson Against: Mr Allen, Mr Berlyn, Mr Keeler, Mr Whiteing and Mr Wood Abstentions: Mrs Creak, Mr Matthews and Mr Powell The amendment was therefore lost by 3 votes to 5. Voting on the original proposal was as follows: In favour: Mr Allen, Mr Berlyn, Mr Keeler, Mr Whiteing and Mr Wood Against: Mr Brooks, Mr Hawkins and Mr Thomson Abstentions: Mrs Creak, Mr Matthews and Mr Powell The proposal was therefore carried by 5 votes to 3. RESOLVED: that the Clerk inform all users that pitches 2, 3 and 4 would be closed from 1st June to 31st August 2006. Pitch 1 was to be used solely for cricket from 24th April 2006. Requests for the use of a pitch for special events would be considered as they arose.
149 Local
Authorities (Indemnities for Members and Officers) Order 2004
A briefing document regarding the above order had been issued by NALC and circulated to all members. The document was noted.
150 EALC
Course: Roles & Responsibilities
Members were invited to let the Clerk know if they would like to attend an EALC Roles & Responsibilities Course at Foakes Hall, Great Dunmow, on the morning of Wednesday 26th April 2006. The cost of £26.00 would be met by the Parish Council.
151 Matters
for Report
Council noted a letter of thanks received from the High Sheriff following the Chairman’s social evening in February.
152
Exclusion of Press and Public
In
accordance with S.1 of the Public Bodies (Admission to Meetings) Act 1960
Council
resolved that in the view of the nature of the business to be discussed it was,
in the opinion of the Council, advisable that the Public and Press be excluded
and asked to withdraw.
Mr Creak withdrew from the meeting at this
point.
153 Co-option of Parish Councillor
Mrs Jacki Wells’ application for membership of the Council was briefly discussed and a secret ballot held. RESOLVED: that Mrs Wells be co-opted as a member of the Parish Council. The Clerk undertook to inform Mrs Wells of the decision.
154 Future meetings
Annual Parish Meeting: Wednesday 10th May, 2006 Annual Parish Council Meeting: Wednesday 17th May, 2006 Following meeting: 26th July, 2006
Business having been concluded, the Chairman closed the meeting at 10.33pm. |