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MINUTES OF
THE ANNUAL MEETING
OF HOCKLEY PARISH COUNCIL HELD IN
THE PARISH HALL AT 8.00 PM ON MONDAY, 12TH MAY 2008
The start of the meeting was delayed for 10 minutes whilst the Clerk dealt with administrative matters connected with new members.
Chairman: Cllr C Weston
Present: Cllr M Anderson Cllr M Carter Cllr D Collins Cllr B Hazlewood Cllr M Maddocks Cllr R Martin Cllr B O’Shea Cllr G Powell Cllr V Randall Cllr R Smith Cllr L Vingoe Cllr K Weston
1. ELECTION OF CHAIRMAN
Council Policy dictated that there should be a vote by ballot paper for those nominated, proposed and seconded as Chairman 2008/09.
There was only one nomination for Chairman, Cllr B Hazlewood, who was elected unopposed.
Cllr C Weston congratulated Cllr B Hazlewood and thanked the Council for their assistance over the past year.
2. DECLARATION OF ACCEPTANCE OF OFFICE OF CHAIRMAN
Cllr B Hazlewood signed the Declaration of Acceptance of Office form and The Clerk signed to show that the Declaration had been made and subscribed before him.
Cllr B Hazlewood stated that it was a pleasure and an honour to become Chairman and thanked old and new members of the Council. He also thanked Cllr C Weston for her hard work and dedication during her year as Chairman.
3. TO RECEIVE APOLOGIES FOR ABSENCE
Cllr S James.
4. ELECTION OF VICE CHAIRMAN
There were two nominations. Cllr B O’Shea nominated and proposed Cllr V Randall, seconded by Cllr G Powell.
Cllr C Weston nominated and proposed Cllr M Carter, seconded by Cllr M Maddocks.
A vote was taken by The Clerk, the result being Cllr V Randall - 7 votes For, 5 Against, 1 abstention and Cllr M Carter – 5 votes For, 7 Against, 1 abstention.
Cllr V Randall was elected as Vice Chairman.
5. EXTENSION OF TIME FOR CLLR S JAMES TO SIGN DECLARATION OF ACCEPTANCE OF OFFICE DOCUMENT DUE TO ANNUAL LEAVE
Cllr S James was on extended annual leave. Cllr V Randall proposed that Cllr S James be given additional time to sign her Declaration of Acceptance of Office, seconded by Cllr R Martin and agreed unanimously. Action: Cllr S James and The Clerk.
6. APPOINTMENT OF COMMITTEES/SUB COMMITTEES/WORKING GROUPS
Cllr C Weston raised the issue of Council Chairman also chairing a Working Group. This was reconfirmed by The Clerk as being acceptable, but members should preferably not chair more than one Working Group.
Planning Committee
Members: Cllrs D Collins, S James, M Carter, R Martin, B Hazlewood, M Maddocks and R Smith. Action: Committee to elect Chairman at first meeting
Environmental Working Group
Members: Cllrs L Vingoe, B O’Shea, M Carter, and G Powell. Action: Elect Chairman and agree Terms of Reference for approval at Full Council
Meeting.
Footpaths Working Group
Members: Cllrs B Hazlewood, M Carter, G Powell, V Randall, B O’Shea, M Anderson and M Maddocks. Action: Elect Chairman and agree Terms of Reference for approval at Full Council
Meeting.
Policy and Procedure, Finance, Personnel
and Donations Working Group
Members: Cllrs V Randall, S James, D Collins, C Weston, B O’Shea, L Vingoe and R Smith. Action: Elect Chairman and agree Terms of Reference for approval at Full Council
Meeting.
Newsletter Working Group
Members: Cllrs M Carter, D Collins, L Vingoe, K Weston and The Clerk. Action: Elect Chairman and agree Terms of Reference for approval at Full Council
Meeting.
Street and Festive Lighting and Special
Events Working Group
Members: Cllrs R Martin, L Vingoe, S James, R Smith, M Anderson, G Powell and The Clerk. Action: Elect Chairman and agree Terms of Reference for approval at Full Council
Meeting.
Parish Hall Working Group
Members: Cllrs R Martin, C Weston, M Maddocks and N O’Riordan Finley as a co-opted member. Action: Elect Chairman and agree Terms of Reference for approval at Full Council
Meeting.
Grant Funding for all Working Groups
Cllr G Powell volunteered to be the Council’s lead person for grant funding and a co-opted member to all Working Groups.
Cllr C Weston proposed that all the above Councillors be accepted as members of the Planning Sub Committee and the Working Groups, seconded by Cllr R Martin and agreed unanimously.
The Clerk asked that members of the Working Groups to consider that the previous Chairman call the first meeting of the new Working Groups as soon as possible to appoint a new Chairman and agree terms of reference. Action: The Chairman of 2007/08 Working Group.
7. APPOINTMENT OF DELEGATES/REPRESENTATIVES.
Hockley Public Hall Cllr L Vingoe Old People’s Welfare Cllr S James/L Vingoe RHALC Cllr B O'Shea/Cllr B Hazlewood/ Cllr G Powell Hockley Traders’ Association Cllr S James/M Maddocks Passenger Transport Liaison Cllr D Collins Community Health Care Cllr G Powell/B Hazlewood Community Centre Cllr M Carter Citizens’ Advice Bureau Cllr M Anderson CDRP Cllr V Randall/Cllr S James Central Area Committee Cllr B Hazlewood/V Randall RDC Standards Board Committee Cllr B O’Shea/R Smith/L Vingoe Hawkwell & Hockley Day Centre Cllr S James Massive Cllr V Randall Grants/CIF Cllr G Powell/S James
Cllr C Weston proposed that all the above Councillors be accepted as delegates/representatives of the above to the named organisations, seconded by Cllr G Powell and agreed unanimously. Action: Members to attend where possible and report back to Full Council.
8. TO CONSIDER PAYMENT OF ANNUAL SUBSCRIPTIONS DUE TO BE PAID
Rural Community Council of Essex Essex Association of Local Councils Society of Local Council Clerks Zurich Insurance Campaign for Protection of Rural England Rochford Hundred Association of Local Councils
Cllr C Weston proposed the annual subscriptions 2008-09 should be approved subject to rational increases adjudicated by The Clerk, in any case of doubt the matter will be put before Full Council for discussion, seconded by Cllr L Vingoe and agreed unanimously. Action: The Clerk
9. TO APPROVE MINUTES OF THE MEETING OF 14TH APRIL 2008
Cllr C Weston proposed that the minutes be accepted as a true record, seconded by Cllr M Maddocks and agreed unanimously.
10. TO APPROVE MINUTES OF MEETING OF 28TH APRIL 2008
Cllr G Powell proposed that the minutes be accepted as a true record, seconded by Cllr M Carter and agreed unanimously.
11. DECLARATIONS OF INTEREST
No declarations were notified.
12. 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.
13. PUBLIC SPEAKING TIME
8.48pm Meeting adjourned.
One local resident was present at the meeting and read a letter to members regarding footpath matters. Cllr B Hazlewood replied relative to local footpaths maintenance.
8.58pm Meeting re-convened.
14. TO CONSIDER CORRESPONDENCE RECEIVED.
9.00pm Cllr L Vingoe left the
meeting.
1) Letter from Veolia Environmental Services regarding their price increase of £2.44 from 1st April 2008. There was a short discussion amongst members and the price increase was noted. Action: Noted. 2) Letter from Rochford District Council regarding the successful completion of the first stage in the development of Cherry Orchard Country Park and informing Hockley Parish Council of the next stage of development identified as areas A and B on an attached drawing which will be carried out over the next five years. Members are invited to contact the District Council for more information. Members discussed this matter and noted the contents of the letter from the Woodlands and Environmental Specialist. Action: Noted.
3) Letter from Rochford District Council regarding the provision of youth shelters and informing members that £20,000 has been allocated for teen shelters in and around the district and that the Council may look to their partners to match fund with applications. The Council has no funds set aside for this project in the current year, but would deal with any proposals on merit and may be able to vire funds if possible. There was a short discussion amongst members and the content of the letter was noted. Action: The Clerk to write to RDC accordingly. 4) Letter from Hockley Parish Plan regarding donated seating in Hockley and requesting whether Hockley Parish Council would be prepared to pay for the installation of any seating and also maintenance. Members discussed this matter and agreed the Clerk should reply asking if local residents where the seats were to be placed, had been consulted as at times seats do attract groups of youths. The offer of fixing and maintaining dedicated seats was not seen as practical or affordable. Action: The Clerk to reply
accordingly.
5) Letter from a Hockley resident regarding the problem of the high trees in the alley adjacent to 42 Aldermans Hill and requesting that the trees be cut down to a reasonable height and not completely removed. Members discussed this matter and suggested the Clerk reply to the Hockley resident and write to District Cllr Bonnie Hart and Essex County Council Highways regarding this matter and seeking a solution. Action: The Clerk to write accordingly. 6) Letter from Rochford District Council regarding Opportunities to Learn and Develop: A Programme for Members 2008/09 and attaching details of training sessions taking place between May and July 2008, booking form to be returned by Thursday 15 May 2008. Members agreed to consider the training sessions. Action: The Clerk to circulate.
7) Email from Hockley resident regarding youth nuisance and continued problems at Plumberow Mount Open Space and requesting an update on the Council’s solution to these problems. Members discussed this matter and requested the Clerk reply to the writer to acknowledge the email and should the writer request further details to contact the Clerk for a meeting in the Council office. Action: The Clerk to reply accordingly. 8) Email from Hockley resident regarding Plumberow Mount Open Space requesting further information regarding particular sections of Council Minutes dated 10th March 2008 and 11th February 2008. There was a short discussion amongst members who requested the Clerk acknowledge the email and should the writer request further details to contact the Clerk for a meeting in the Council office. Action: The Clerk to reply
accordingly.
9) Email from Hockley resident reiterating everything stated in email at 7) above. There was a short discussion amongst members who requested the Clerk acknowledge the email and should the writer request further details to contact the Clerk for a meeting in the Council office. Action: The Clerk to reply accordingly.
10) Letter received from Hockley resident regarding the maintenance of Public Footpath 286FP38 – Great Eastern Road to Spa Road and informing the Council that local householders are having to maintain this footpath themselves. Members discussed this matter and requested it be referred to the Footpaths Working Group for investigation. Action: Footpaths Working
Group.
11) Letter from Hockley resident enclosing a petition of signatures from Hockley residents requesting the availability of allotments in Hockley and suggesting a joint collaboration between the Parish Councils of Hockley, Hawkwell and Ashingdon may be a way forward. There was a short discussion and members suggested this be dealt with by the Enviromental Working Group. Action: Environmental Working
Group.
15. FINANCIAL REPORT (Including bank balances, cheques paid under prior authority and to examine wages book)
Cllr C Weston raised three questions regarding items on the check list that were answered by the Clerk.
1) The list of bank balances and cheques for ratification and payment was made available for inspection. 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 B O’Shea and agreed unanimously. Action: Responsible Finance Officer.
16. TO AGREE DATE FOR NEXT MEETING PENDING AGREEMENT OF THE ANNUAL SCHEDULE OF MEETINGS
The Clerk advised members that he had provisionally set the date for the next meeting, subject to their agreement, as Monday, 2nd June 2008. Cllr V Randall proposed that 2nd June 2008 be accepted as the date for the next Full Council meeting, seconded by Cllr B O’Shea and agreed unanimously. Action: The Clerk to place this item on the agenda for next Full Council Meeting.
9.35pm Cllr K Weston left the
meeting.
17. TO RECEIVE REPORTS OF WORKING GROUPS (including outstanding-current and new issues)
1) Environmental
(a)
To
consider/approve design of fence for Plumberow Mount Playspace.
There was a discussion relative to the
Palisade or Mesh fencing being the preferred option.
Cllr C Weston proposed that the
Palisade fencing be used, seconded by Cllr M Carter. A vote was taken with 6 For and 3 Against and 2 Abstentions.
Action: The Clerk to apply for CIF and other Grant
Funding for 2m Palisade fencing.
(b) To consider/approve cost
of preferred fencing for Plumberow Mount Playspace.
There were four quotes for members to consider and after a discussion,
the company A&K were chosen as the preferred option.
Cllr C Weston proposed that A&K Building and Civil
Engineering be given the work at a total cost of £10,110.00, seconded by Cllr M
Carter. A vote was taken
with 6 For, 1 Against and 4 Abstentions.
Action: The Clerk to place order once funding becomes available.
2)
Policy
and Procedure, Finance, Personnel and Donations Working Group
(a) To consider/approve RDC Independent Remuneration Report 2008/09. The Report was explained
by the Clerk. It was felt that the
Parish Council should accept the recommendations made in full.
There was a short discussion before Cllr M Carter proposed that
the RDC Independent Remuneration Report 2008/09 be approved in full, seconded
by Cllr C Weston and agreed unanimously.
Action: The Clerk and All
Members.
3)
Footpaths Working Group
(a)
To consider/approve
the notes of the meeting of 8th April 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. Cllr B Hazlewood mentioned the tree he had
cleared in St. Peter’s Road.
There was a short discussion before Cllr B Hazlewood proposed that the notes of the meeting be approved and actioned, seconded by Cllr M Carter and agreed unanimously. Action: Footpaths Working Group.
10.00pm Cllr B Hazlewood proposed Standing Orders be suspended, seconded by Cllr
V Randall and agreed unanimously.
4) Street Lighting, Festive Lighting and
Special Events Working Group
(a) To consider/approve the notes of the meeting
held on 17th April 2008.
The notes had been
circulated with the agenda for this meeting. Cllr R Martin briefed members on the Working Group’s considerations
and asked for any comments and questions. There was a short discussion relative to the date of Festive Lights 2008
being moved to Saturday, 22nd November 2008.
Cllr R Martin proposed that the notes of the meeting be approved
and actioned, seconded by Cllr G Powell and agreed unanimously.
Action: Street Lighting,
Festive Lighting and Special Events Working Group. The Clerk to advise Hall Manager of revised date.
(b) To consider/approve Legal Agreement with RDC relative to the War
Memorial
The Clerk advised members of the contents of the Legal Agreement and no problems were raised by members. There was a short discussion before Cllr C Weston proposed that the Legal Agreement with RDC relative to the War Memorial be approved, seconded by Cllr R Martin and agreed unanimously. Action: The Clerk.
18. TO RECEIVE REPORTS OF DELEGATES
1) RHALC
Cllr B Hazlewood mentioned that the Community Initiative Fund had been discussed. Also the diversion of footpath between The Dome and Hullbridge had been considered for a feasibility grant. Action: Noted.
2) CDRP
Cllr V Randall advised members that the new Chairman was Mr Dan Carlin, the local Road Safety Officer. She also mentioned that any funding requests should in the first instance be forwarded by email. Action: Noted.
17. ANY MATTERS PERMITTED BY THE CHAIRMAN AS REQUIRING URGENT ATTENTION BY THE COUNCIL, TO INCLUDE REQUESTS FOR FUTURE AGENDA ITEMS.
Locking of Gates on existing fence at Plumberow Mount Playspace.
Meeting Closed at 10.10pm Chairman………………………….
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