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MINUTES OF THE HOCKLEY PARISH
FULL COUNCIL MEETING HELD IN
THE PARISH
HALL AT 8.00 PM ON MONDAY, 14TH JULY 2008
Chairman: Cllr B Hazlewood
Present: Cllr M Anderson Cllr M Carter Cllr D Collins Cllr S James Cllr M Maddocks Cllr B O’Shea Cllr V Randall Cllr L Vingoe Cllr C Weston
In memory of Cllr R Vingoe, members stood and observed a 1 minute silence.
Cllr L Vingoe thanked all staff for their kind consideration and in particular, the Hall Manager, for her much valued assistance.
1. TO RECEIVE APOLOGIES FOR ABSENCE
Cllrs R Martin, G Powell, K Weston, M Maddocks (arrived late).
2. TO APPROVE MINUTES OF THE MEETING OF 2ND JUNE 2008
Cllr M Anderson proposed that the minutes be accepted as a true record, seconded by Cllr L Vingoe 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 held on Monday, 7th July 2008. Comments of those plans discussed have been forwarded by The Clerk to Rochford District Council. Action: The Clerk.
Cllr S James brought members attention to the demolition of the porch to the side of Spa Works, Spa Road and advised members that the District Council are making further investigations into the matter as the building and porch were listed when the porch was demolished. Action: Noted.
5. PUBLIC SPEAKING TIME
There was one member of the public present who chose not to speak.
6. TO CONSIDER CORRESPONDENCE RECEIVED.
1) Email from Hockley resident relating to The Rose Garden Restaurant, Golf Driving Range, Aldermans Hill, Hockley requesting advice as to what action or pressure Hockley Parish Council can put on Rochford District Council Planning Department with regard to taking enforcement action on contravened planning laws. After a short discussion, members requested this matter be forwarded to the Head of Planning at Rochford District Council for consideration. Action: The Clerk to forward to Head of Planning, Rochford District Council. 2) Letter from Mencap requesting co-operation in promoting a new scheme ‘Adult Placement Scheme’ that is being funding by Essex County Council. Members discussed this and agreed the matter should be publicised by the Newsletter Working Group and if possible some the correspondence displayed on the Council’s noticeboard. Action: Newsletter Working Group.
3) Email from Hockley Parish Plan informing Hockley Parish Council they are continuing with their Action Plan and request continued support in the free use of the Parish Hall and photocopier for the forthcoming year. After a short discussion, members agreed that the support for 100 newsletter copies 4 times per year be offered to Hockley Parish Plan. Action: The Clerk to reply accordingly.
4) Letter from Essex County Council regarding the trees adjacent to alleyway, 42 Aldermans Hill, and informing they are exploring the possibility of adopting this pedestrian link and if Hockley residents require urgent action, they should arrange work to be carried out themselves, taking legal advice beforehand. There was a short discussion and members are happy for Essex County Council to deal with this matter and requested the Clerk write to the Hockley resident accordingly. Action: The Clerk to write accordingly.
5) Letter from Rochford District Council regarding the 2008 Design, Heritage and Conservation Award, nominations to be forwarded by 25th July 2008. After a short discussion, members agreed that Plumberow Primary School should be considered. Cllr V Randall to deal accordingly. Action: Cllr V Randall.
6) Letter of complaint from Hockley resident regarding the parking at the Greensward Lane end of Hamilton Gardens and requesting members consider the request for Highways to extend the double yellow lines. Members discussed this matter and were in support of the request from the Hockley resident. Members requested the Clerk write to Essex County Council Highways accordingly and to County Councillor E Hart for information. Action: The Clerk to write accordingly. 7) Emails from Hockley residents regarding the gates at Plumberow Play Area and requesting times for locking and unlocking each day. After a short discussion, Cllr B Hazlewood informed members that he had already discussed this matter with the Hockley resident accordingly.
Action: Noted.
8) Email from Rochford Parish Council regarding Parish liaison meetings and requesting support from Hockley Parish Council. There was a short discussion and members agreed they are in support of meetings between District and Parish Councils and requested the Clerk write to Rochford District Council accordingly. Action: The Clerk to write
accordingly.
9) Email from Hockley resident requesting a progress report with regard to the search for land for allotments in Hockley. After a short discussion, members requested the Clerk write to the resident informing him that the Council are working with other Councils in order to pursue the matter and remain committed to finding some land in the area for the allocation of allotments on a shared basis. The Hockley resident should be informed of any further progress. Action: The Clerk to write
accordingly.
10) Letter from Essex County Council regarding the Area Forum Budget and informing the Council that the funding available for the South Essex Area Forum this current financial year is £75,000 in total and requesting members to bring forward projects for consideration by Monday, 1st September 2008. Members discussed this matter and Cllr V Randall, as our delegate, mentioned the Massive Project which she believed were already aware of this funding. Action: Noted.
11) Cllr C Weston brought
members’ attention to the Youth Shelter Funding. Members had previously discussed this option and had advised the
District Council of their interest and awaited further development as the
original letter had merely expressed the time line.
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. The Clerk answered questions raised by members. Cllr B Hazlewood proposed the cheques for ratification and payment be approved, seconded by Cllr C Weston and agreed unanimously. Action: Responsible Finance Officer.
2) The bank statements and wages book were made available for inspection. Cllr C Weston proposed that the bank statements and wages book are signed, seconded by Cllr V Randall and agreed unanimously. Action: Responsible Finance Officer.
(a) To receive the Annual Accounts
and authorise the Chairman and the Clerk to sign the completed Annual Return
for the year ended 31st March 2008.
The end of year accounts had been circulated
to all members several weeks previously and there were no further
questions. Cllr S James proposed that
the Chairman and the Clerk sign the Annual Return and
Action: The Clerk.
8. TO RECEIVE REPORTS OF WORKING GROUPS (including outstanding-current and new issues)
1)
Policy
and Procedures Finance Personnel and Donations Working Group
(a)
To consider co-opting a new member to
Council.
The Parish
Council remain one member short of their nominated complement.
There was a
brief discussion before Cllr C Weston proposed that the advertisement for the
co-option of a new councillor be placed on the noticeboard, seconded by Cllr L
Vingoe and agreed unanimously.
Action: The Clerk.
(b) To consider/approve notes of meeting of 3rd June 2008.
The
notes had been circulated with the agenda for a previous Working Group
meeting. Cllr V Randall briefed members
on the Working Group’s considerations and asked for any comments and questions.
There
was a brief discussion before Cllr S James proposed that the notes be approved
and actioned, seconded by Cllr D Collins and agreed unanimously.
Action: Noted.
(c) To consider Terms of Reference.
The Terms of Reference
for the Working Group 2008/09 had been circulated with the agenda for the above
meeting.
Cllr D Collins proposed that
the Terms of Reference be approved, seconded by Cllr M Carter and agreed
unanimously
Action: Policy and Procedure,
Finance, Personnel and Donations Working Group.
(d) To consider purchase of specific equipment for Massive and offer of
regular space in Newsletter.
There was a long discussion on
this item before:
Cllr V Randall proposed that
the Council write to the Massive Project and explain that they will consider a
shopping list for the purchase of equipment once the project is up and
running. This list to be in the
possession of the Parish Council prior to the precept setting meetings in
November. We should also offer space in
the newsletter for any items they may wish to forward, seconded by Cllr L
Vingoe and agreed unanimously.
Members asked for it to be
noted that they do support the project and look forward to hearing from them
relative to the above in due course.
Action: The Clerk to write
accordingly.
(e) To consider group meeting notes are taken in rotation by group members,
draft of which to be shown to chairman of group before circulation.
There was a short discussion on
this matter before it was agreed that this seemed a sensible approach to note
taking.
Cllr B Hazlewood proposed
that the Chairman of the Working Groups deal with this matter through their
members.
Action: All Working Group
Chairmen.
(f) To elect Councillors Brian Hazlewood and Shirley James to the
Environmental Working Group.
There was a short discussion
and Cllr C Weston proposed that both Cllr B Hazlewood and Cllr S James be
elected to the Environmental Working Group, seconded by Cllr V Randall and
agreed unanimously.
Action: Environmental Working
Group.
(g) To consider/approve notes of meeting of 7th July 2008.
The
notes had been circulated with the agenda for this meeting. Cllr V Randall briefed members on the
Working Group’s considerations and asked for any comments and questions.
There
was a brief discussion before Cllr V Randall proposed that the notes be
approved and actioned, seconded by Cllr B Hazlewood and agreed unanimously.
Action: Policy and Procedure, Finance, Personnel and
Donations Working Group.
(h) To consider the retirement gratuity for Mrs Betty O’Shea.
Cllr B O’Shea
left the meeting as the discussion was relative to his wife and he had a
personal and prejudicial interest.
This was a staff matter and the meeting went into committee at 9.08pm
and the member of the public left the room.
Councillors had already
received the Responsible Finance Officer’s calculations on the gratuity.
Cllr B Hazlewood proposed
that Mrs O’Shea be paid her gratuity for 29 years service in the sum of
£5,119.31 less income tax making a total of £4,299.31, seconded by Cllr M
Carter and agreed unanimously.
Action: The Responsible Finance Officer.
The meeting re-convened at 9.10pm and at
this time Cllr M Maddocks attended the meeting.
2)
Parish
Hall Working Group
(a) To consider/approve notes of the meeting of
5th June 2008.
The
notes had been circulated with the agenda for this meeting. Cllr C Weston briefed members on the Working
Group’s considerations and asked for any comments and questions.
There
was a brief discussion before Cllr M Carter proposed that the notes be approved
and actioned, seconded by Cllr S James and agreed unanimously.
Action: Parish Hall Working Group.
(b) To consider Terms of Reference.
The Terms of Reference for the
Working Group 2008/09 had been circulated with the agenda for this meeting.
Cllr M Anderson proposed
that the Terms of Reference be approved, seconded by Cllr B Hazlewood and
agreed unanimously.
Action: Parish Hall Working
Group.
(c) To
consider presentation of Hall Accounts.
There was a short
discussion on this matter and members felt that the accounts should be prepared
in the format that was easily understood. The new Hall Manager should be able to provide this option and
Cllr V Randall
proposed that the detail within the accounts be discussed with the Hall Manager
and actioned accordingly, seconded by Cllr M Anderson and agreed unanimously.
Action: Parish Hall Working
Group and Hall Manager.
(d) To consider colour of new flooring in Ladies and Gents toilets in
Parish Hall.
The choice of colours was
considered by members.
There was a brief discussion
before:
Cllr S James proposed that
the colour North Star be approved, seconded by Cllr M Anderson and agreed
unanimously.
Action: Hall Manager.
(e)To consider the Hall Manager’s flexibility
in respect of the Hall heating
being either on or off.
There was a
short discussion and the Clerk advised that in the main, this matter was dealt
with through the thermostatic radiator valves fitted throughout both floors of
the hall.
Cllr M Anderson proposed
that the Hall Manager be allowed flexibility on this matter, seconded by Cllr L
Vingoe and agreed unanimously.
Action: Parish Hall Working
Group and Hall Manager.
(f) To consider position of replacement caretaker.
This matter was dropped from
the agenda and will be pursued through the Parish Hall Working Group.
Action: Parish Hall Working
Group.
3) Street Lighting, Festive Lighting and
Special Events Working Group
(a) To consider/approve
notes of the meeting of 19th June 2008.
The notes had been circulated with the agenda
for this meeting. Cllr M Anderson
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 be
approved and actioned, seconded by Cllr V Randall and agreed unanimously.
Action: Street Lighting, Festive Lighting and
Special Events Working Group.
Cllr B Hazlewood
advised members that the new 17th Edition Wiring Regulations were
now to be adhered to and should be applied throughout the Festive Lights both
by the Parish Council’s contractor and those operating on behalf of the Hockley
Chamber of Trade & Commerce.
Action: Noted.
(b) To consider
re-alignment of the War Memorial.
The Clerk distributed the original
drawings, the revised drawing provided by Cllr G Powell and a break down of
costs from the contractor undertaking the work.
There
was a discussion before Cllr V Randall proposed that the War Memorial be
erected in its originally planned position with the inscriptions facing towards
and parallel with Southend Road. Also,
the gate in the fence be fitted on the same side, seconded by Cllr L Vingoe and
agreed unanimously.
Action: The Clerk to write to the contractor
accordingly.
4) Footpaths Working Group
(a) To consider/approve notes of the
meeting of 24th June 2008.
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 be
approved and actioned, seconded by Cllr M Maddocks and agreed unanimously.
Action: Footpaths Working Group.
9. TO RECEIVE REPORTS OF DELEGATES
Citizens Advice Bureau
Cllr M Anderson had attended their meeting and there were about 40 persons present. He felt that a lot of knowledge was gained from their talk. They are also in a good financial position. They have a website and now have a quality mark for their services to the community. They thanked Hockley Parish Council for their kind donations. Action: Noted.
Old Peoples Welfare
Cllr S James had attended and explained that recently they had lost a few people, but despite that, lunch numbers are up and their fundraising is going well. Action: Noted.
Central Area Committee
Cllr B Hazlewood had attended this meeting and explained that Chief Inspector Prophet had given a police update. He had raised the matter of CCTV and as there was a low level of crime in Hockley felt that cameras were unnecessary and a waste of public money. The Massive Project also made a small contribution to the meeting. Action: Noted.
10.00pm Cllr B Hazlewood
proposed that Standing Orders be suspended, seconded by Cllr V Randall. A vote was taken with one against.
Hockley Chamber of Trade & Commerce
Cllr S James had attended a recent meeting and explained that some traders were concerned about their current lack of business; also, they were asking if the black railings outside Barclays Bank could be painted. The paint will be donated by Potters and some painters are required. Action: Noted.
10. ANY MATTERS PERMITTED BY THE CHAIRMAN AS REQUIRING URGENT ATTENTION BY THE COUNCIL, TO INCLUDE REQUESTS FOR FUTURE AGENDA ITEMS.
1)
Marylands Nature Reserve and Plumberow
Mount
The Clerk advised members that the Environmental Working Group had yet to meet in 2008/09. In view of that, he felt it important to advise members that due to recent excessive growth on the Council property, he had begun to ask the Council’s regular contractors to undertake works. All works being progressed within the maintenance budget. Action: Noted.
Meeting Closed at 10.05pm Chairman……………….
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