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MINUTES OF THE HOCKLEY PARISH
FULL COUNCIL MEETING HELD IN
THE PARISH
HALL AT 8.00 PM ON MONDAY, 10th NOVEMBER 2008
Chairman: Cllr B Hazlewood
Present: Cllr M Anderson Cllr M Carter Cllr D Collins Cllr S James Cllr M Maddocks Cllr R Martin Cllr B O’Shea Cllr G Powell Cllr V Randall Cllr T Rodd Cllr R Wass Cllr C Weston Cllr K Weston
1. TO RECEIVE APOLOGIES FOR ABSENCE
Cllr L Vingoe.
2. TO APPROVE MINUTES OF THE MEETING OF 13TH OCTOBER 2008 Cllr V Randall raised a matter of fact on page 4, line 5, No.2 to read 12. Cllr T Rodd raised a matter of fact on page 4 item 4(b) to read £400.00.
Cllr B Hazlewood proposed that the minutes be accepted as a true record, seconded by Cllr G Powell 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, 27th October 2008. Comments of those plans discussed have been forwarded by The Clerk to Rochford District Council. Action: The Clerk.
8.05pm Meeting Adjourned.
5. PUBLIC SPEAKING TIME
There were two members of the public present. Both spoke and the general discussion related to the council consulting with the public through the News Letter. Also the precept relative to Plumberow play space to locking the gates and the proposed new fencing. There was also a discussion dealing with allotments and members answered questions on the above accordingly.
8. 20 pm Meeting Re-convened.
6. TO CONSIDER CORRESPONDENCE RECEIVED.
1)
Letter
from Rochford District Council regarding distribution of recycling items. There
was a short discussion and members agreed that the recycling bags could be
stored at the hall for collection by the public and the poster could be
displayed.
Action: The Clerk to deal accordingly.
2) Letter from Mark Francois MP relative to the council request for central government to review small business and business rates, he had agreed to forward the council letter to the Chancellor of the Exchequer. Action: Noted.
3) Letter from Rochford District Council legal services relative to encroachment on the leasehold land at the rear of 25 Wood Avenue. The parish council to write to the home owner and to advise that the reinstatement must be complete not only the ground work but also the rear fence of the garden. Action: The Clerk to deal accordingly
4)
Letter
from Rochford and Rayleigh Citizens advise Bureau Ltd thanking the council for
their kind donation of £400.00 towards the work of the bureau.
Action: Noted and copied to Newsletter.
5) Email from Paul Warren Chief Executive of Rochford District Council seeking members support to change the immigration rules that allow Ghurkhas and their families the right to remain or have citizenship in this country. Action: Noted and member to deal
accordingly.
6) Letter for Rochford District Council relative to a Heritage Guide. They seek information from local historians and ask that any historical information that members can supply to be passed via email to Emily.Malcolm@rochford.gov.uk by the 1st December. Action: Members to deal accordingly
7) Letter from Mark Francois MP relative to the councils request for informative details of the proposed changes to the number 8 bus service route to Rayleigh. He has written to the Managing Director of Arriva busses and will be in touch once he has received a response. Action: Noted.
8) The Clerk referred to an email from Lisa Jefferys at Rochford District Council relative to the positioning of a youth shelter outside the Massive Project Building in Eldon Way. Members agreed that this was their initial preferred option. Action: The Clerk to write to Lisa Jefferys
accordingly.
9) The Clerk advised members that there was to be a Parish Transport Representatives Meeting in the committee room The Freight House, Bradley Way, Rochford at 14.30 Thursday the 27th November 2008. Cllr D Collins the council transport representative agreed to attend. Action: Cllr D Collins.
10) The Clerk reported that the Essex County Council Community Initiatives Fund had supported the parish Council projects at Broad Parade to the sum of £3,960, Land at St.Peters road to the sum of £2,150, and the Plumberow play space fencing to the sum of £6,000. These projects will now be progressed during the current fiscal year. Members wish to thank Cllr G Powell for his contributions at the judging panel that no doubt lead to the council successful applications. Actions: Noted.
7. FINANCIAL REPORT (Including bank balances, cheques paid under prior authority and to examine wages book)
(a)
To consider bank
balances and cheques.
The list of bank balances and cheques for
ratification and payment was made available
for inspection. The Clerk answered questions raised by members. Cllr M. Carter proposed the bank balances, cheques
for ratification and payment be approved,
seconded by Cllr M. Maddocks and agreed unanimously.
Action: Responsible Finance Officer.
(b)
To consider bank statements and wages book
The bank statements and wages book were
made available for inspection. Cllr
G Powell proposed that the
bank statements and wages book are signed, seconded
by Cllr B O’Shea and agreed unanimously.
Action: Responsible Finance Officer.
(c)
To consider draft
Precept proposals 2009/10
The Draft Precept was considered by
members with the assistance of Mr John Harrison
the Responsible Finance Officer and The Clerk. There was a protracted discussion before Cllr B Hazlewood proposed
that the Draft Precept be approved seconded
by Cllr V. Randall and agreed unanimously.
Action: Responsible Finance Officer.
9.55pm The meeting
went into Committee to discuss the next item that was considered to possibly be the early stages of a dispute.
Members of the public
left the meeting at this time.
(d) To consider e mail relative to the councils Audit arrangements 2007/8. Councillors had previously received a copy of an email from a member of the public relative to an alleged change to audit arrangements 2007/8.
Councillors B Hazlewood, B O’Shea, D Collins, V Randall and S James declared a Personal Interest as they knew the member of the public through their association with the Hockley Residents Association.
Cllrs B O’Shea and B Hazlewood had both been personally contacted by the member of the public and it was felt that the alleged problem related to the internal auditor
10pm Cllr B Hazlewood proposed that Standing Orders be suspended seconded by B O’Shea and agreed unanimously
There was a long discussion and members were assisted by the Responsible Finance Officer and The Clerk during their scrutiny of the email. At the conclusion of their discussion members noted that they had approved the use of the internal auditor and had paid him accordingly. The council had therefore acted in accordance with the Audit Commission guide lines and the member of the public should be so advised. Cllr B Hazelwood proposed that he the Responsible Finance Officer and The Clerk write to the member of the public and explain the council position on this matter. Seconded by Cllr C Weston and agreed unanimously. Action: The Chairman, The Responsible Finance
Officer and The Clerk.
10.15 Meeting re-convened.
8. TO RECEIVE REPORTS OF WORKING GROUPS (including outstanding-current and new issues)
1) Street Lighting, Festive Lighting and Special Events Working Group
(a)
To
consider/approve notes of the meeting of 16th October 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 brief discussion before Cllr R Martin proposed that the notes be approved
and actioned, seconded by Cllr M Maddocks and agreed unanimously.
Action: Street Lighting, Festive Lighting and Special Events
Working Group
(b)
To
consider costs of Festive Lights 2008.
The Clerk had previously circulated the list
of costs as quoted by contractors in the total of £19,146.00. There was a short
discussion and members were pleased that the costs were within the budget set
at £20,000.
Cllr C Weston proposed that the sum of
£19,146.00 be approved seconded by Cllr M Carter and agreed unanimously.
Action: The
Clerk and Street Lighting, Festive
Lighting and Special Events Working Group.
Local Government Act 1972 section 144
2)
Parish
Hall Working Group
(a)
To
consider/approve notes of the meeting of 21st October 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 C Weston proposed that the notes be approved
and actioned, seconded by Cllr M Maddocks and agreed unanimously.
Action: Parish
Hall Working Group.
3)
Newsletter
Working Group
(a)
To
consider/approve notes of the meeting of 21st October 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. Cllr M Maddocks reported a matter of fact that
he had been at the meeting but had not been shown on the notes.
There
was a brief discussion before Cllr C Weston proposed that the notes be approved
and actioned, seconded by Cllr M Maddocks and agreed unanimously.
Action: Newsletter Working Group.
(b)
To
consider Newsletter Working Group Terms of Reference.
The
Terms of Reference had been circulated with the agenda for this meeting.
There
was a brief discussion before Cllr M Carter proposed that the Terms of
Reference be approved seconded Cllr M Anderson and agreed unanimously
Action: Newsletter Working Group.
(c)
To
consider appointment of Cllr C Weston to the Newsletter Working Group.
There was a brief discussion before Cllr M Carter proposed that Cllr C Weston be appointed to the Newsletter
Working Group. Seconded by Cllr
G Powell and agreed unanimously.
Action: Newsletter Working Group.
4)
Environmental
Working Group
(a)
To
consider/approve notes of the meeting of 22nd October 2008.
The notes had been circulated at the start of
this meeting as they had only arrived in The Clerks office today.
There
was a brief discussion before Cllr M Carter proposed that the matter be
deferred to the next meeting as members had not had time to consider the
contents seconded by Cllr C Weston and agreed unanimously.
Action: The Clerk to place on next Full Council
agenda.
(b)
To
Consider the appointment of Cllr T Rodd to the Environmental Working Group.
There
was a brief discussion before Cllr M Carter proposed that Cllr T Rodd be appointed to the Environmental
Working Group. Seconded by
Cllr G Powell and agreed unanimously.
Action: Environmental Working Group
5)
Policy
and Procedure, Finance, Personnel and Donations
(a)
To
consider/approve notes of the meeting of 27th October 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 M Anderson and agreed unanimously.
(b)
To
consider a donation of £250.00 to Rayleigh, Rochford and District Association
for Voluntary Service Family in Need Appeal.
There was a brief discussion as the accounts
and confirmation that any money would only be spent on the residents of Hockley
had not yet been received relative to the Family in Need Appeal. Members felt
that in view of the time scale as the Appeal was for action prior to Christmas
Cllr V Randall should be given delegated authority to approve the payment once
the correspondence had arrived and satisfied the council policy on donations.
Cllr V Randall proposed that the sum of £250.00 be
approved with delegated authority subject to
the council policy on donations being met seconded
be Cllr R Martin and agreed unanimously.
Action:
The Clerk.
Local
Government Act 1972 section 137
(c)
To
consider supporting the Massive project in the sum of £2,500.00
Members considered ‘the shopping list’ for equipment that
the Council
had previously asked the project to supply. There was a short discussion before Cllr B
O’Shea proposed that the sum of £2,500.00 be approved seconded by Cllr B Hazlewood and agreed
with 1 abstention.
Action:
The Clerk once the project is up and running to the Councils satisfaction.
Local
Government Act 1972 section 133
(d)
To
consider the appointment of the Administrative Assistant.
Cllr V Randall briefed members on the interview process
and advised that the panel had selected Mrs Kate
Smiles to be appointed as the Administrative Assistant. There was a brief
discussion before Cllr B Hazlewood
proposed that Mrs Kate Smiles be appointed seconded by Cllr V
Randall and agreed unanimously.
Action:
The Clerk
6)
Footpaths Working
Group.
(a)
To consider/Approve
notes of the meeting of 28th October 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 V Randall and agreed unanimously.
Cllr V Randall asked that the working group would like it recorded that the Chairman of this working group Cllr B Hazelwood should be recognized for all the time and effort he puts into this post. He regularly walks all the footpaths and takes holiday from work to supervise the maintenance by BCTV. He keeps regular contact with Essex County Council and produces a well presented document of annual work and projects.
9) TO RECEIVE REPORTS OF DELEGATES
(a) Youth Council
Cllr C Weston reported that she had today attended a meeting of the Rochford District Youth Council. There had been a discussion relative to making a difference to your area, then people should join them. It was thought that perhaps that they be asked to attended prior to a future Full Council meeting for a presentation about their work. Action: The Clerk
10. ANY MATTERS PERMITTED BY THE CHAIRMAN AS REQUIRING URGENT ATTENTION BY THE COUNCIL, TO INCLUDE REQUESTS FOR FUTURE AGENDA ITEMS.
No matters raised.
Meeting Closed at 10.45pm. Chairman……………….
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