1.         TO RECEIVE APOLOGIES FOR ABSENCE      

 

            Cllrs D Collins, L Daley, R Hart and G Powell.

 

 

2.         TO APPROVE MINUTES OF THE MEETING OF 10^TH DECEMBER 2008

 

            There was one matter of fact raised.

 

            Page 5, top line, the words “for approval” should be added after “To consider”.

           

Cllr C Weston proposed that the minutes be accepted as a true record, seconded by Cllr R Vingoe and agreed unanimously.

 

The Clerk raised a matter of fact that had been brought to his attention by Mr B Guyett relative to item 9) 5) HHAPPY Group delegate report.  Mr Guyett felt that the comments in the second sentence were not appropriate and had asked for them to be altered.  The Clerk read out the proposed alterations.

 

Members discussed the matter and stated that the comments should be noted, but as Mr Guyett is not a member of the Council, the minutes cannot be changed.  

 

 

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:  The Clerk.

 

Cllr R Martin, who chaired the above meeting, also appraised members of some delegated decisions that had been made by Rochford District Council, in particular, that related to the Golf Driving Range. 

Action:  Noted.

 

The Chairman of the Committee is at present unable to attend future meetings due to illness and Cllr B Hazlewood agreed to be elected to the Planning Committee to ensure sufficient members are in attendance.

Cllr B Hazlewood is to be elected to the Committee and an agenda item relative to this be placed before February Full Council.  

Action:  The Clerk. 

 

 

5.                  PUBLIC SPEAKING TIME

 

There were two members of the public present, a Mr Finn and Acting Chief Inspector Parkman.  Mr Finn declined to speak and as Mr Parkman’s comments would be related to item 8. 1)(e) members felt that his opportunity to speak be moved to later in the agenda.

 

 

6.         TO CONSIDER CORRESPONDENCE RECEIVED.

 

1)      Letter of thanks from the Winner of the Christmas Bell Competition held at the 2007 Hockley Festive Lights Event.  Members were grateful for the letter of thanks and noted its comments.

      Action:  Noted, Newsletter.   

2)      Letter from Essex County Council regarding the Locally Determined Programme 2007/2010 informing members that Highways will shortly be preparing a draft programme and requesting members consider the list of scheme headings (enclosed) and rank according to local priorities and to consider the list of schemes included in the programme in previous years and to decide whether they still support their inclusion in the programme.  There was a short discussion and members agreed to consider the list of schemes and to discuss their views at a future meeting.  As requested by Highways, District Councillors should be available at the meeting.  Cllrs C Weston and M Carter agreed to attend.

Action:  All Cllrs to consider and The Clerk to arrange meeting.

3)      Letter from Rochford District Council regarding Dog Control Orders and inviting the Parish Council to submit its views on the proposal to create a number of dog control orders within the district under the Clean Neighbourhoods and Environment Act 2005.  Explanation document enclosed.   There was a short discussion and members noted the proposals.  Members requested that The Clerk write to Rochford District Council regarding Marylands Nature Reserve as it was not included in the list.

      Action:  Noted and The Clerk.

4)      Letter from Essex County Council congratulating Hockley Parish Council in achieving Quality Status and inviting the chairman and one guest to attend the formal signing of the Concordat between Essex County Council and the Essex Association of Local Council to be held on 13^th February 2008 in the Attlee Room (Peers Entrance) at the House of Lords at 6.30pm for the signing at 7.15pm.  Members were grateful for the letter of congratulations and agreed that Cllr C Weston and The Clerk attend the formal signing.      

Action:  Cllr C Weston and The Clerk.

5)      Letter of thanks from Hockley & District Royal British Legion Club Ltd for the donation of £50 from Hockley Parish Council made to the Poppy Appeal.  Members were grateful for the letter of thanks. 

Action:  Noted, Newsletter.

6)   Letter from Essex County Council regarding the Community Initiatives Fund – Third Round enclosing confirmation of an allocation of £10,000 to Hockley Parish Council for the installation of war memorial project and enclosing grant claiming information and grant application form for 2008/09.  Members were grateful for the confirmation letter and wished to consider the future grant application for 2008/09.  Copies to all Working Group chairmen to consider possible requests.

      Action:  All Cllrs to consider the Community Initiatives Fund 2008/09.

7)   Letter from Essex Community Foundation enclosing their Annual Review for 2007 and requesting a link to their website is added to the Hockley Parish Council website to remind community groups active in the parish that may be looking for funding.  There was a short discussion and members agreed this should be a newsletter item and if possible a link on the Hockley Parish Council website.  Cllr S James requested copies of the letter be made available at the Community Awareness Day.

      Action:   Newsletter, Cllr S James The Clerk. 

8)            Facsimile from Rayleigh, Rochford and District Association for Voluntary Service informing members that in partnership with STAR they are providing IT training and also the expansion of LAPTTOP (lifelong access to pc’s for old people) and request members consider allowing them free use of the Parish Hall in order to provide this learning to the Hockley community.  There was a short discussion and members agreed this matter should be considered by the Policy and Procedure, Finance, Personnel and Donations Working Group.

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

8)   Emails from local residents regarding problems at Plumberow Mount.  Members agreed to discuss this matter later in the meeting at 8) 1)(e).

      Action:  The Clerk.

9)   Cllr L Vingoe reported that since her visit to Orenburg in Russia, two-way communication had been set up and she wished to advise members that funding had been made available for a film.

      Action:  Noted.   

 

 

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.  Cllr C Weston asked for a check to be made as to why there were two Altech and two Inland Revenue invoices shown.  The Clerk agreed that he would do this to ensure there were no errors.  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 P Meacham proposed that the bank statements and wages book are signed, seconded by Cllr S James and agreed unanimously.

Action:  Responsible Finance Officer.

3)   The Responsible Finance Officer had prepared a report asking for the transfer of £20,000 from the Council’s base rate tracker account to the current account.   Councillors agreed this request and the form was signed.

      Action:  Responsible Finance Officer.      

 

 

8.         TO RECEIVE REPORTS OF WORKING GROUPS

(including outstanding-current and new issues)

 

1)      Environmental Working Group

 

(a)   To consider/approve notes of the meeting of 5^th December 2007;

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

Cllr L Vingoe briefed members on the Working Group’s considerations and asked for any comments and questions. 

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

Action:  Environmental Working Group.

 

(b) To consider replacing damaged wooden edges of swings at Laburnum Grove with concrete in the sum of £400 plus VAT;

There was a short discussion before Cllr L Vingoe proposed that the damaged wooden edges of the swings at Laburnum Grove be replaced with concrete in the sum of £400 plus VAT, seconded by Cllr B Hazlewood and agreed unanimously. 

Action:  Environmental Working Group.

Open Spaces Act 1906, ss.9 and 10.

 

(c) To consider tree safety and creation of an entrance at St. Peter’s Road Open Space in the sum of £2,150 plus VAT;

The Clerk advised members that a planning application for change of use would have to be made to convert the land to an Open Space.  Land Registry would also have to be advised accordingly and this work will have to be done prior to any physical work on the land.  He further reported that he had been to the site with the Council’s solicitor today and these matters were moving forward. 

  There was a short discussion before Cllr L Vingoe proposed that in due course, the £2,150 plus VAT be allocated to the project, seconded by Cllr R Vingoe and agreed unanimously.

Action:  Environmental Working Group.

Open Spaces Act 1906, ss.9 and 10.

 

 

 

 

(d) To consider replacement of vehicle accident damaged brick built bus shelter on the B1013 at Drovers Hill in  the sum £3,682 plus VAT;

The Clerk updated members regarding the accident claim and advised members that the driver’s insurance company had recently admitted liability and to finalise the item a possible report was awaited from Essex County Council Highways relative to any costs that they may have incurred in removing the damaged bus shelter.

Cllr L Vingoe proposed the accident damaged brick built bus shelter on the B1013 at Drovers Hill be replaced in the sum of £3,682 plus VAT, seconded by Cllr R Vingoe and agreed unanimously.      

Action:  Environmental Working Group.

Local Government Miscellaneous Provisions Act 1953, s.4

Parish Councils Act 1957, s.1.

 

(e) Rescission of Previous Resolution – Full Council Monday, 12^th November 2007 Item 8, 2(b) on agenda To consider fencing around Plumberow Mount Play Area;

The Clerk opened this item by explaining the process of Rescission of Previous Resolution and provided the names of the five Councillors who have signed the required document.

 

Cllr C Weston then gave an update on costs as discussed at the previous meeting and advised members that they should perhaps be discussing the Youth Nuisance from dusk to the early morning.

 

The Clerk then précised the email correspondence received since 12^th December 2007.  Generally, it was youth nuisance problems as described by several local residents.  This included trials bikes in the play area and on The Mount and a number of late night parties with cars arriving blasting loud music, people using the area as a toilet and now it would appear as a venue for discrete liaison as evidenced by used condoms.

 

Most members acknowledged that they had copies of the emails.

 

The Clerk continued by outlining his disappointment at the email from PC Joynes to Mr Murphy, a local resident.  The Council always has and will in future work with the police and to see an email marked “confidential not to be forwarded on” that wrongly described council procedures was unacceptable and perhaps in the future, PC Joynes should talk to him to establish the true facts before writing a similar email that, for whatever reason, Mr Murphy had circulated to numerous contacts.

 

PUBLIC SPEAKING

 

Acting Chief Inspector Parkman next gave a Police Positional Statement of various activities over the past 3 years to prevent youth nuisance at Plumberow Mount.  He stated that he could not guarantee a fence would solve problems, but in other areas this has proved advantageous and at this stage he would recommend fencing.  He added that if a fence was approved and was seen to be work in progress prior to 31^st March 2008, the Crime & Disorder Reduction Partnership would provide £2,000 in funding.  This would be match funded by a further £2,000 from the Southend Police Divisional Commander.

 

The meeting was then re-convened for debate and all Councillors discussed many varied options for preventing the continued youth nuisance at Plumberow Mount.

 

After a long debate, Cllr C Weston proposed that suitable high fencing be placed around three sides of the Plumberow Mount Playspace, seconded by Cllr B Hazlewood and agreed with 7 votes For and 4 votes Against.

 

The Clerk advised that the Council has no funding set aside for this project and that whilst planning/design could go ahead as ‘work in progress’ it may be some time before the project is complete.         

Action:  The Clerk to write to Rochford District Council re. permission to erect a fence around the Playspace.

 

(f) To consider fencing Plumberow Mount across the entire front of the main entrance and play space;

There was a brief discussion before Cllr C Weston proposed that in view of the above item, this matter be removed from the agenda, seconded by Cllr B Hazlewood and agreed unanimously.

Action:  Noted.

 

(g) To consider fencing Plumberow Mount across the entire front of the main entrance and play space and similarly across the back of the play space.

There was a brief discussion before Cllr C Weston proposed that in view of the above item, this matter be removed from the agenda, seconded by Cllr B Hazlewood and agreed unanimously.

Action:  Noted.

 

 

2)      Parish Hall Working Group

 

(a) To consider/approve notes of the meeting of 6^th December 2007;

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

Cllr R Martin advised members that Mrs Betty O’Shea had been co-opted as a member of the Working Group, he also briefed members on the Working Group’s considerations and asked for any comments and questions.

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

Action:  Parish Hall Working Group.

(b) To consider purchase of new playgroup shed to replace existing damaged shed in the sum of £300 plus VAT;

There was a short discussion before Cllr C Weston proposed that a new playgroup shed be purchased to replace the existing damaged shed in the sum of £300 plus VAT, seconded by Cllr S James and

agreed unanimously.

Action:  Parish Hall Working Group.

Local Government Act 1972, s.133.

(c) To consider replacement of faulty front doors to the Parish Hall in the sum of £1,750 plus VAT;

There was a short discussion before Cllr C Weston proposed that the faulty front doors to the Parish Hall be replaced in the sum of £1,750 plus VAT, seconded by Cllr M Maddocks.  A vote was taken resulting in 10 For and 1 Against.

Action:  Parish Hall Working Group.

Local Government Act 1972, s.133.

(d) To consider replacement of ladies and gents worn toilet floor in the sum of £1,146 plus VAT.

There was a short discussion before Cllr R Martin proposed that the ladies and gents worn toilet floor be replaced in the sum of £1,146 plus VAT, seconded by Cllr R Vingoe and agreed unanimously.

Action:  Parish Hall Working Group.

Local Government Act 1972, s.133.

 

 

3)      Footpaths Working Group

 

(a)   To consider/approve notes of the meeting of 11^th December 2007;  

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

Cllr B Hazlewood briefed members on the Working Group’s considerations and asked for any comments and questions. 

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

Action:  Footpaths Working Group.  

 

 

9.                  TO RECEIVE REPORTS OF DELEGATES

 

            1)            Crime & Disorder Reduction Partnership

 

Cllr V Randall informed members that the Home Office had reported that the Rochford Crime & Disorder Reduction Partnership has reduced crime and these are the best results in the East of England.

Action:  Noted.

 

 

 

 

 

 

2)            Massive

 

            Cllr V Randall was the Council link with the project and they want our support rather than a donation.  Members agreed that a letter should be written by The Clerk.

            Action:  The Clerk to write in support of the Project.

 

10.00pm      Cllr R Vingoe proposed Standing Order be suspended, seconded byCllr M Carter and agreed          unanimously.

 

 

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 10.05pm                                              Chairman……………….