Executive & Finance Committee Minutes 21 January 2008
WRITTLE PARISH COUNCIL MINUTES OF MEETING OF EXECUTIVE & FINANCE COMMITTEE HELD ON MONDAY 21 JANUARY 2008 IN ROOM 7 LONGMEADS HOUSE AT 8.25PM PRESENT: Mr C J Hibbitt Chairman 1. APPROVAL OF MINUTES MEETING HELD 19 NOVEMBER 2007 Ongar Road (particular reference to the SID stats which show high usage and frequent speed limit abuse).
Mr R J Bray Vice Chairman
Ms L Bowser Mr J Drake
Mrs E A Roe Mr S J Robinson
IN ATTENDANCE: Mr D Woodyard Clerk
Borough Councillor A F Sach
APOLOGIES: County Councillor J F Aldridge
Approved.
2. MATTERS ARISING
2.1 Recycling Bins [Minute 2.1]
CBC are still adamant the bins should remain. Clerk instructed to write pointing out parking spaces more important now all village on collection system and do not agree with CBC's allegation that bins not being used for commercial purposes. Agreed to suggest that alternative site be found i.e. by Co-op car park. Question also raised whether any financial benefits to Parish Council from paper bank.
Clerk also to enquire whether it would be possible to acquire the toilets by the car park to convert into a Parish Office whilst still maintaining conveniences.
2.2 Youth Club and Scouts Hut (HQ) [Minutes 2.2 & 2.3]
Solicitors have promised to expedite the new lease and it has been arranged to have a full discussion on Youth Club at next Parish Council Meeting with the Youth leader invited. It is considered the Youth Club should be expanded, as initially agreed when scheme set up, to take in a further age group. It was noted the Scouts could make use of the time later in the evening if there is no expansion.
2.3 CCTV [Minute 2.4]
Recently chased - should be installed soon.
2.4 Funding [Minute 2.5]
Grant application for CCTV turned down. Cut off date for next application for CIF (Community Initiatives Fund) end of July - this for Pleasure Bit renewal of equipment.
2.5 Quality Status [Minute 2.7]
Chair reported that new clerk would be happy to undertake qualification.
2.6 Shredder [Minute 3]
Now purchased and of great assistance to handyman. Bark shreddings being recycled.
2.7 Insurance Review [Minute 7]
Clerk reported competitive quote being sought from AON. Regarding amount of Public Liability noted that EALC were unable to supply any advice so AON's opinion sought.
3. FINANCIAL REPORT
Noted position will remain tight until expected Maztec donation received.
A letter from the Chief Constable's Office Essex Police was reviewed. This indicated that match funding will be increased for 1 PCSO to £14,000 p.a. (an increase of £500 p.a.) It was agreed advisable to continue the scheme at least to the end of the original 3 year term i.e. September 2009.
Accounts produced for Writtle Archives and Writtle Books; both perused and showing satisfactory position.
Finally the effectiveness of the Parish Council's internal audit procedures were reviewed and found more than adequate.
4. TRAFFIC SCHEMES
Bearing in mind Mr Pandya of ECC Mid Area Highways Manager will be at our next Parish Council Meeting on 4 February and it was agreed to present him in advance with a list that we felt needed addressing. The following 5 items will be raised:-
Cock and Bell/Blue Bridge - roundabout?
Junction Mayfield Road
Hylands School
Cycleway
5. PLASTIC BOTTLE BAGS - PARISH OFFICE
CBC's request to supply the Parish Council with a supply of bags for parishioners' use was considered but in view of the lack of parish office open to the public, felt had to decline. However suggested an approach be made to the Co-op.
6. LITTER PICKER'S CONTRACT
This 3 year contract has just expired and in view of the very satisfactory experience to date agreed to renew for a further 3 year period increasing rate from £53 to £55 per week in view of increased Personal Liability costs.
7. CHANGEOVER CLERKS
Agreed the changeover should take one month and the new Clerk should specify any equipment required (in mind a lap top for downloading data from the SID and presenting CBC planning documents).
8. ANNUAL PARISH MEETING
This will be held on Wednesday 2 April. Writtle Flyer advertising meeting and containing annual reports to be printed and produced at the Parish Council Meeting on 3 March for distribution by Councillors.
The meeting to have a personal introduction by all Councillors.
9. GORE POND
Report from Essex Biodiversity on remedial work required on the pond reviewed. A grant under CIF fund would be applied for by Essex Biodiversity and the Parish Council would only have to commit to pick up any modest shortfall (say up to £500). As the pond is in the Parish Council's ownership it was agreed to accede to this request and welcome the work being undertaken by the team of local volunteers.
10 OTHER REPORTS
10.1 Bonfires
Evidence produced re bonfire incident. Clerk to send a warning letter to the tenant.
10.2 Grass verge abuse
Letter received from parishioner drawing attention to verge damage in Long Brandocks. Similar damage noted in The Ryle and Top Green. Matters to be referred to Environment Committee and letter acknowledged.
10.3 Yellow Lines
Most of the new double yellow lines have now been painted. Cllr Sach to check the situation re the accuracy of some of the lining.
10.4 Ongar Road/Lordship Road HGV
Cllr Sach advised ECC have added these two roads to their list of target roads re enforcement of weight restriction orders.
Meeting closed at 9.45pm
