Annual Parish Council Meeting
WRITTLE PARISH COUNCIL
MINUTES OF
ANNUAL PARISH COUNCIL MEETING
HELD ON MONDAY 14 MAY 2007
AT 7.30PM IN ROOM 4 LONGMEADS HOUSE
PRESENT: Ms M Barratt Ms L Bowser
Mr R J Bray Mrs D H Candler
Mr J Drake Mr C J Hibbitt
Mrs C Knight Mrs P E Laflin
Mr J K Menown Mrs A Robinson
Mr S Robinson Mrs E A Roe
Mr A F Sach Mr P H Storry
Mrs W Walker
IN ATTENDANCE Mr D J Woodyard Clerk
- 1. ELECTION OF CHAIRMAN
It was proposed by Mrs E A Roe, seconded by Mr A F Sach and unanimously agreed that Mr C J Hibbitt be elected Chairman for the next 12 months.
- 2. ELECTION OF VICE CHAIRMAN
It was proposed by Mr C J Hibbitt, seconded by Mr J Drake and unanimously agreed that Mr R J Bray be elected Vice Chairman for the next 12 months.
- 3. NEW CHAIRMAN'S OPENING ADDRESS
Mr Hibbitt outlined for the benefit of new Councillors the Parish Council's achievements over the last term and future plans summarised as follows:-
3.1 Youth Club
Chairman progressed Parish Council initiative to set up Youth Club with help of YMCA and Writtle Scouts. Mr Jonathan Fuller, former Councillor, then provided the liaison for setting up the club which is now up and running and hoping to expand.
- 3.2 New Sports Field
Reported Grants/Donations received as follows:-
- £10k from ECC with help of Cllr. J Aldridge for gates and fencing.
- £12k from CBC with help of Cllrs. Roper and Sach for changing rooms.
- £45k from Maztec donation towards scheme.
Mr Hibbitt advised money from this had been provided for childrens' kit sponsorship (football and cricket). He also recorded appreciation to Messrs Bray and Drake who had input much in the way of expertise and time for the scheme. The next stage now the field is grassed for playing is the construction of the access track and car park.
- 3.3 Policing
Outlined the improvement in crime statistics since PCSO I Hilton, sponsored by the Parish Council, arrived last July. Also another PCSO D Rogers had joined the Writtle team. There are improved lines of communication now with the Police.
- 3.4 Other Projects
- (a) Traffic Calming - Ongar Road and village generally
Plans afoot and Speed Indicator Device (SID) to be acquired soon. Parish Plan will identify what else the Parish Council should be addressing.
(b) Communication - Great improvements made with communication by way of Writtle Flyer and insert pages of Writtle News featuring Parish Council items of interest.
(c) Public Meetings - Extra public meetings had been held re Police and Paradise Road facilities.
- 4. ADOPTION OF CODE OF CONDUCT AS AMENDED BY THE LOCAL AUTHORITIES (MODEL CODE OF CONDUCT) ORDER 2007
Clerk advised this would need to be postponed for a month or so as the adoption could not take place until after CBC Standards Board meeting which is to be some time in June 2007.
5 COMMITTEE STRUCTURE AND ELECTION OF MEMBERS AND OTHER APPOINTMENTS
5.1 Allotments Committee
After discussion it was proposed that the Allotments Committee be incorporated in the Environment Committee with a view to spreading the Committee load more evenly among Councillors.
It was proposed by Mrs E A Roe, seconded by Mrs D H Candler and agreed.
5.2 Make Up of Committees.
The following agreed:-
Development Committee -
Ms L Bowser Mr R J Bray
Mr J Drake Mrs C Knight
Mr J Menown Mrs E A Roe
Mr P Storry
Environment Committee
Ms M Barratt Mr R J Bray
Mrs D H Candler Mrs B Laflin
Mrs A Robinson Mrs E A Roe
Mr A F Sach Mrs W Walker
Playing Fields Committee
Ms M Barratt Mr R J Bray
Mrs D H Candler Mr J Drake
Mr C J Hibbitt Mrs B Laflin
Mr S Robinson Mr A F Sach
Executive & Finance Committee
Mr C J Hibbitt Mr R J Bray
Plus elected Chairs of Committees and 2 others to be decided later plus representation by Borough and County Councillors.
5.3 Other Appointments
Following appointments made:-
EALC/ACDPC Mrs E A Roe
Youth Mrs D H Candler
Village Hall Mrs D H Candler
Christian Centre Mr R J Bray
Writtle News Mr S Robinson
Blencowe Trust Mr D King to continue
Public Transport Ms L Bowser
NHS Mrs S Ives to continue
Footpaths Mrs A Robinson to join Mr D Cooley
Neighbourhood Action
Panel - Police Mrs W Walker
Writtle Relief in Need Mr D Cooley, Mrs E A Roe
Tree Warden Mr J Drake
As regards Writtle Community Association, no appointment made as yet although Mrs Laflin will be able to report back to Parish Council until an appointment made. Mrs Candler will attend first meeting and introduce new appointee. This is quite an important position in view of possible developments re the lease.
Agreed to set up a Working Party for publicity to be headed by Mr S Robinson. 3 extra appointments to be made at next Parish Council Meeting.
Finally there were no candidates as yet to volunteer for the Standards Board to be set up by CBC.
6 APPROVAL OF ANNUAL ACCOUNTS TO 31 MARCH 2007 AND PREPARATION FOR ANNUAL AUDIT
Some discussion ensued as to whether the Longmeads lease should be included in the notes. It is appreciated that the WCA are seeking to curtail any potential liability of their members by obtaining Limited Company status and the Parish Council accepts this as a reasonable development as there could be quite considerable expense in view of the age of the premises. Equally the Parish Council felt unable to guarantee any such payment so the inevitable result would be to surrender the lease, an issue that has already been explored with ECC and could lead to some financial benefit to the Parish Council. Therefore the lease does not present a liability as such and Chairman recommended to leave matters in the notes to the accounts until the situation is crystallised either by the WCA achieving Limited Company status or heavy expense being incurred on the building.
It was proposed by Mr R J Bray, seconded by Mr A F Sach and agreed the accounts as tabled be accepted and that the Chairman and Clerk produce figures there from for Lubbock Fine Accountants appointed by the District Auditor - these figures to be checked by our Internal Auditor Mr B Rolf.
Finally Clerk advised all Councillors that the books, invoices etc were always open for inspection by any Councillor and such a move would be welcomed in the spirit of openness.
7 REVIEW ANNUAL PARISH MEETING 4 APRIL 2007
In the Open Forum the items raised were:-
7.1 Traffic Calming Ongar Road
This is very likely to progress shortly. A presentation will be made by a member of the Police "Community Speedwatch" team at our next Parish Council meeting on 4 June and the acquisition of a SID (Speed Indicator Device) is imminent.
7.2 Speed Limit Roundels
Following a recent meeting with an Officer of ECC Highways at which Mr Bray and the Clerk were present it was reported these should be painted soon as the entrances to the village.
7.3 World Wide Scout Jamboree
The Chairman reported he, Mrs E A Roe, Mr R J Bray, Mr S Robinson and Clerk had attended a presentation at Hylands House advising plans for this prestigious event. The Clerk has information leaflets if required.
8 APPOINTMENT OF NEW HANDYMAN
Clerk advised four people had expressed an interest of which two were serious. Both these had accompanied the present handyman to get a feel for what is involved. Both would be suitable although Mr Mixture is better known as he has done work at Longmeads House.
It was proposed by Mr P H Storry, seconded by Mrs P E Laflin and agreed therefore that the position be offered to Mr Mixture with the other candidate kept in reserve in case of any eventualities.
9 PEN PICTURES FOR WRITTLE NEWS AUGUST/SEPTEMBER EDITION
Agreed the new Publicity Working Party would take this matter under its wing.
10 CIRCULATION OF CORRESPONDENCE
Chairman emphasised the importance of all Councillors being kept abreast of information received by the Clerk and stressed items should be passed on as soon as possible. Any matter of a really important and urgent nature would be emailed by the Clerk to all Councillors.
- 11 OTHER REPORTS
11.1 Party Politics
Mr Storry raised this matter referred to at the Annual Parish Meeting by Mr T Mahon. Mr Drake and Mr Bray were critical of some literature distributed before and after the recent council elections. Chairman stressed that the Parish Council should remain free from political influences; this view was backed by several councillors. He added that he was confident that all members of the new Council will strive to act in the best interests of the parishioners and Writtle village. Mr Robinson apologised for the wording of the email he had sent giving the election results which implied criticism of the previous Council of which incidentally he was a member.
Chairman emphasised that in any future election it was important that all candidates should get their views across to the electorate. This issue would need addressing before the next election.
- 11.2 PCSO Surgery
Agreed the question of a rota of Councillors being in attendance with the PCSO to be discussed at next Parish Council Meeting and also considered by Publicity Working Party.
11.3 State of Cock and Bell Public House
Noted approval given by CBC for modernisation and redevelopment.
11.4 Zurich Health & Safety Seminar 3 July
Invitation extended to Councillors - let Clerk know.
- 11.5 Civic Service at Chelmsford Cathedral 17 June
Invitation extended to Councillors - let Clerk know.
- 11.6 Meeting re Gypsy & Traveller Accommodation 5 June
Invitation extended to Councillors - let Clerk know.
11.7 Essex Young Farmers Show
Details given of this event and traffic implications 18 May - 20 May.
Meeting closed at 9.35pm
