1.         TO RECEIVE APOLOGIES FOR ABSENCE      

 

            Cllr D Collins             Cllr L Daley               Cllr R Hart

Cllr G Powell             Cllr R Vingoe

 

 

2.         TO APPROVE MINUTES OF THE MEETING OF 14^TH JANUARY 2008

 

Cllr R Martin proposed that the minutes be accepted as a true record, seconded by Cllr P Meacham and agreed unanimously.

 

 

3.            DECLARATIONS OF INTEREST

 

            No declarations were notified.

 

 

4.                  PLANNING APPLICATIONS AND RELATED MATTERS

 

There were no plans for discussion as the Planning Committee had dealt with them under delegated authority at their meeting earlier in the evening.  Comments to be forwarded by The Clerk to Rochford District Council by the end of the week.

Action:  Cllr R Martin and The Clerk.

 

(a)               To consider election of Cllr B Hazlewood to the Planning Committee

 

Cllr L Vingoe proposed that Cllr B Hazlewood be elected to the Planning Committee, seconded by Cllr P Meacham and agreed unanimously.

Action:  Cllr B Hazlewood.

 

 

5.                  PUBLIC SPEAKING TIME

 

The Chairman adjourned the meeting at 8.07pm

There were two members of the public present one declined to speak and the other commented on Highway and parking problems in the parish.

The Chairman reconvened the meeting at 8.14pm

 

6.         TO CONSIDER CORRESPONDENCE RECEIVED.

 

1)      Letter from Rochford District Council relating to The Code Uncovered – Training DVD from the Standards Board for England, enclosing presentation notes and a training DVD illustrating the lead up to a potentially explosive planning committee meeting for circulation to members.

Action:   The Clerk to circulate DVD individually to all members.

2)      Letter from the Department for Communities and Local Government enclosing a consultation paper relating to the conduct of Local Authority Members in England and seeking views on the detailed arrangements for putting into effect the orders and regulations to provide a more locally-based ethical regime.  

Action: The Clerk to circulate document to Cllr R Vingoe and Cllr V Randall.

3)      Letter from Rochford District Council relating to Opportunities to Learn and Develop: A Programme for Members 2007/08 and enclosing details of training sessions for members taking place in February and March 2008.  Booking form to be completed and returned by Thursday, 31^st January 2008.    

Action: Cllr S James and Cllr B Hazlewood agreed to attend training.

4)      Letter from Rochford District Council introducing the productions of two masterplans for Rochford and Hockley town centres and seeking comments from members using the online consultation system at http://rochford.jdi-consult.net/ldf by 15th February 2008.

Action: Noted at this time to await consultant’s first report.

5)      Letter from Essex County Council inviting representatives from Town and Parish Councils with their guests and friends from all Parish Churches to the Annual Civic Services on the evening of Thursday, 17^th April 2008 at 7.30pm in Chelmsford Cathedral with an Address by the Lord Bishop of Chelmsford, the Rt. Revd. John Galdwin.  Responses to be made to Lorraine King, Head of Civic Services, telephone 01245 430011, email: lorraine.king@esssexcc.gov.uk    

Action: Noted.

6)   Letter from a Hockley resident writing on behalf of a number of residents in Plumberow Avenue and Beckney Avenue complaining about the state of the unmade road leading to and outside Plumberow Mount Open Space in Plumberow Avenue. There was a short discussion and members felt that The Clerk should write to the resident and put a more accurate perspective on his comments and advise that funding will be considered by the appropriate working group.

      Action: The Clerk to write accordingly.

7)   Letter from the Audit Commission informing members of a new external auditor appointed to Hockley Parish Council.  Any comments or questions to be made by post or email: mlr-norman@audit-commission.gov.uk by Friday, 29^th February 2008.

      Action: Noted.

8)   Letter from Rochford District Council inviting members to their Annual Civic Dinner 2008 to be held at The Mill, Bellingham Lane, Rayleigh on Friday, 28^th March 2008.  Tickets cost £35 each.  Booking form enclosed.

      Action: Noted.

9)   Letter from Essex Association of Local Councils informing members of the National Awards Ceremony to be held in May 2008 at the NALC Conference in Eastbourne and attaching nomination forms for these awards for consideration.  Closing dates for entries: 4^th April 2008. Cllr M Carter to select best production this year and the Clerk to complete application form and forward the form and Newsletter to Essex Association of Local Councils

      Action: Cllr M Carter and The Clerk.

10) Notice from Rural Community Council of Essex of the Calor Village of the Year 2008 Competition, closing date of entry being 31^st March 2008.   Information and entry forms enclosed.

      Action: Noted.  

11) Letter from a local resident requesting members consider placing on the next Full Council Agenda the calling of a Local Parish Poll re. the EU Constitution for a referendum, Local Government Act 1972, Schedule 12, Part 3 refers. There was a short discussion relative to the value of such a poll both in cost and meaningfulness.  It was decided to take no further action at this time and to write and advise the resident accordingly.

      Action: The Clerk. 

12)  Letter from Rayleigh Town Council inviting members to their Annual Town Meeting on Wednesday 23^rd April 2008. The meeting is being held at the Cloister Room, Holy Trinity Church, Rectory Garth, Rayleigh commencing at 7.30pm.

Action: Noted.

13)   Letter from Hockley and Hawkwell Methodist Church seeking the councils support for a Multi Media Grant Funding application.

Cllr S James declared a personal interest as a member of the church congregation.

Members agreed to support the project and The Clerk to write accordingly.

Action: The Clerk.

14)   Letter from Rochford District Council relative to a questionnaire being completed with comments on the Central Committee Meetings.  Cllr B Hazlewood is the council’s representative and will complete and return the questionnaire.

Action: Cllr B Hazlewood.

15)  Letter from Hockley Chamber of Trade and commerce relative to the provision of a CCTV system for the village.  There was short discussion and the Rayleigh system had been viewed and was very good, but there remains some doubt on the true value of a local CCTV system consequent upon previous advice from Chief Inspector Walker who felt that members should consider very carefully the cost of implementing and monitoring such a system against its real crime prevention capability.  Members were advised that the District Council had a sum of £18,000.00 set aside for donation to local traders in the current year but none so far had come up with a project to spend it on and the traders should be advised accordingly.  They may wish to set up their own scheme particularly inside their premises that will give good identification facilities. At this time the Parish Council are taking no further action on the installation of a local CCTV network.

Action: The Clerk to advise traders accordingly.    

 

 

7.            FINANCIAL REPORT

(Including bank balances, cheques paid under prior authority and to examine wages book)

 

1)      The list of bank balances and cheques for ratification and payment was made available for inspection. There was a short discussion relative to some costs that were satisfactorily answered by The Clerk.  

Cllr P Meacham proposed the cheques for ratification and payment be approved, seconded by Cllr R Martin and agreed unanimously. 

Action:  Responsible Finance Officer.

2)      The bank statements and wages book were made available for inspection. 

Cllr V Randall proposed that the bank statements and wages book are signed, seconded by Cllr S James and agreed unanimously.

Action:  Responsible Finance Officer.

 

 

8.         TO RECEIVE REPORTS OF WORKING GROUPS

(including outstanding-current and new issues)

 

1)      Parish Hall Working Group

 

(a)   To consider/approve notes of the meeting of 17^th January 2008

The notes had been circulated with the agenda for this meeting. The Chair and vice Chair were unavailable for the meeting and those members and The Clerk who had been at the meeting briefed members on the Working Groups Considerations and asked for any comments or questions.

There was a brief discussion before Cllr R Martin proposed that the notes of the meeting be approved and actioned, seconded by Cllr P Meacham and agreed unanimously.

Action:  Parish Hall Working Group.

 

(b)   To consider/approve the revised returnable deposits and no increase in other hall letting costs.

There was a short discussion before Cllr M Carter proposed that the revised fees and returnable deposits for hall letting be approved in line with the Hall Letting Officers Schedule, seconded by Cllr S James.  There was a vote with 9 for and 2 against

                        Action: Hall Lettings Officer.

 

(c)   To consider action if the Fire Safety Form from Hockley Residents Association is not signed and returned.

Cllrs L Vingoe, B Hazlewood, B O’Shea, and S James declared a Personal Interest in this matter as members of the Hockley Residents Association.

There was a short discussion relative to the Councils Letting Conditions and in particular the Fire Safety Law.  The Lettings Officer will write to the Hockley Residents Association and the members will discuss the matter at the next HRA Meeting on14th February 2008.

Cllr B Hazlewood proposed that this item now be deferred until the next full council meeting to allow the HRA to consider further their signing of the Fire Safety Form, seconded by Cllr M Carter and agreed unanimously.

Action:  The Clerk to place item on next Full Council Agenda.

 

 

 

 

(d)   To consider the removal of the sign in the Hall at the bottom of the stairs relative to storage

There was a short discussion before Cllr R Martin proposed that the sign be removed and replaced with a more appropriate sign stating Council Chairs only to be stored adjacent to the stairway, seconded by Cllr L Vingoe and agreed unanimously

Action: The Clerk.

 

 

2)      Street Lighting, Festive Lighting and Special Events Working Group

 

(a)   To consider/approve notes of the meeting of 17^th January 2008.

The notes had been circulated with the agenda for this meeting. Cllr R Martin briefed members on the Working Groups considerations and asked for any comments and questions. 

Cllr S James asked about the War Memorial and the lack of consent to place it from Essex County Council Highways.  It was agreed that the next e mail to ECC Highways should be copied to County Councillor Cllr Mrs Hart to advise her of the now very protracted negotiations. 

Cllr M Maddocks and M Carter expressed some thoughts on the use of current printing services, and it was felt that these should be reviewed before next years Festive Lights.

There was a brief discussion before Cllr R Martin proposed that the notes of the meeting be approved and actioned, seconded by

Cllr M Maddocks and agreed unanimously.

Action: The Clerk to write e mail accordingly.

 

 

3)      Policy and Procedure, Finance, Personnel and Donations Working Group

 

(a)   To consider/approve notes of the meeting of 21^st January 2008

There was a brief discussion before Cllr V Randall proposed that the notes of the meeting be approved and actioned, seconded by Cllr B Hazlewood and agreed unanimously.

Action: Policy and Procedure, Finance, Personnel and Donations Working Group.

 

(b)   To consider the donation of £100 to be used for the “Together on  a Sunday Afternoon” project

There was a short discussion before Cllr C Weston proposed that a donation of £100 be made to the Together on Sunday Afternoon project, seconded by Cllr B Hazlewood and agreed unanimously.

Local Government Act 1972 Section 137

Action:  The Clerk.

 

 

 

 

(c)   To consider review of Standing Orders.  Item 57 modification in line with revised Model Code of Conduct 2007

The notes had been circulated with the agenda for this meeting.

Cllr V Randall briefed members on the Working Groups considerations and asked for any comments and questions. 

There was a short discussion before Cllr C Weston proposed that Standing Orders be amended as set out in the notes, seconded by Cllr V Randall and agreed unanimously.

Action:  Members to paste amendment in their personal copy of Standing Orders.

 

(d) To consider review of Financial Regulations;

The notes had been circulated with the agenda for this meeting Cllr V Randall briefed members on the Working Groups considerations and asked for any comments and questions. 

There was a short discussion before Cllr C Weston proposed that Financial Regulations remain unchanged as set out in the notes, seconded by Cllr V Randall and agreed unanimously.

Action:  The Clerk.

 

(e) To consider review of Asset Register;

The notes had been circulated with the agenda for this meeting Cllr V Randall briefed members on the Working Groups considerations and asked for any comments and questions. 

There was a short discussion before Cllr C Weston proposed that Asset Register remain unchanged as set out in the notes, seconded by Cllr P Meacham and agreed unanimously.

Action:  The Clerk.

 

(f)  To consider review of Risk Assessment;

The notes had been circulated with the agenda for this meeting Cllr V Randall briefed members on the Working Groups considerations and asked for any comments and questions. 

There was a short discussion before Cllr V Randall proposed that the Risk Assessment remain unchanged as set out in the notes, seconded by Cllr B Hazlewood and agreed unanimously.

Action:  The Clerk.

 

(g)    To consider review of insurance and Fidelity Guarantee to be

 increased in line with current precept

The notes had been circulated with the agenda for this meeting.

Cllr V Randall briefed members on the Working Groups considerations and asked for any comments and questions. 

There was a short discussion before Cllr C Weston proposed that Fidelity Guarantee be amended as set out in the notes, seconded by Cllr B Hazlewood and agreed unanimously.

Action: The Clerk to raise Fidelity Guarantee in line with increased Precept.

 

 

 

(h)    To consider review of Staff Salaries/wages

The notes had been circulated with the agenda for this meeting Cllr V Randall briefed members on the Working Groups considerations and asked for any comments and questions. 

There was a short discussion before Cllr C Weston proposed that The Staff Salaries/wages be increased in line with the recommendations as set out in the notes, shown on the circulated schedule, seconded by Cllr B Hazlewood and agreed unanimously.

Action: The Clerk and Responsible Finance Officer.

 

(i)  To consider review of Councillor’s Remuneration

The notes had been circulated with the agenda for this meeting Cllr V Randall briefed members on the Working Groups considerations and asked for any comments and questions. 

There was a short discussion before Cllr C Weston proposed that The Independent Remuneration Panel recommendations be accepted in full as set out in the notes,  seconded by Cllr P Meacham and agreed unanimously.

Action: The Clerk and Responsible Finance Officer.

 

 

(j)  To consider the report on the post of Lettings Officer

The notes had been circulated with the agenda for this meeting Cllr V Randall briefed members on the Working Groups considerations and asked for any comments and questions.  The Draft Contract and Job description together with the Lettings Officer’s notes on her duties had also been circulated with the agenda.

There was a short discussion before Cllr C Weston proposed that the position be further discussed at next weeks Policy, Procedure, Finance, Personnel and Donations Working Group Meeting seconded by Cllr S James and agreed unanimously.

Action:  Cllr V Randall advised all members who wished to contribute must attend next weeks meeting.

 

4) Footpaths Working Group

            (a)  To consider/approve notes of the meeting of 24^th January 2008

The notes had been circulated with the agenda for this meeting Cllr B Hazlewood briefed members on the Working Groups considerations and asked for any comments and questions. 

There was a short discussion before Cllr B Hazlewood proposed that the notes be approved and actioned, seconded by Cllr M Carter and agreed unanimously.

Action:  Footpaths Working Group

 

            (b)  To consider proposed footpath expenditure 2008/09

There was a short discussion before Cllr B Hazlewood proposed that the booklets of work and costs that he had prepared be approved and actioned, seconded by Cllr V Randall and agreed unanimously.

Cllr B Hazlewood was congratulated on his very good work.

Action: The Clerk to forward booklet to Essex County Council

 

5) Newsletter

 

            (a)  To consider/approve Winter Newsletter 2008

The Parish Council Draft Winter Newsletter had been circulated with the agenda for this meeting.  Cllr M Carter briefed members on the production team effort and asked for any comments and questions.  There were a number of minor corrections that Cllr M Carter noted for inclusion in the final published version of the Newsletter.

There was a short discussion before Cllr C Weston proposed that the Newsletter be approved and actioned, seconded by Cllr M Carter and agreed unanimously.

Action:  Newsletter Working Group.

 

9.                  TO RECEIVE REPORTS OF DELEGATES

 

1.  Planning Forum

Cllr L Vingoe and R Vingoe had attended the forum that was very interesting and included some discussion on the interpretation of the Hockley Parish Plan.

Action:  Noted.

 

2.  Public Planning Enquiry

Cllr B Hazlewood had attended as the inquiry related to footpaths/bridleways through the Beckney Wood area.  There are now 4 new bridleways approved leading in general from Hockley towards Ashingdon.

Action:  Noted.

 

3.  Central Area Committee

Cllr B Hazlewood attended a recent meeting and advised members that Cherry Orchard Park was discussed at length and Footpaths 8 and 9 were mentioned relative to replacement.

Action:  Noted.           

 

4.  Rochford Hundred Association of Local Councils

Cllr B Hazlewood had attended a recent meeting and advised members that a new constitution had been drawn up and allows reports on Southend Airport development to be included.

Action:  Noted.

 

5.  Hockley Parish Plan Group

Cllr M Maddocks had attended a recent meeting between to HPPG and Essex County Highways to discus the implementation of their plan as it affected Highways.  He was preparing a report for circulation to all members.

Action:  Cllr M Maddocks.

 

10.       ANY MATTERS PERMITTED BY THE CHAIRMAN AS REQUIRING URGENT ATTENTION BY THE COUNCIL, TO INCLUDE REQUESTS FOR FUTURE AGENDA ITEMS

 

         None

 

Meeting Closed at  9.50 pm                                   Chairman……………….