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MINUTES OF THE HOCKLEY PARISH
FULL COUNCIL MEETING HELD IN
THE PARISH
HALL AT 8.00 PM ON MONDAY, 8TH OCTOBER 2007
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| Chairman: | Cllr C Weston | |||
| Present: | Cllr M Carter | Cllr L Daley | Cllr R Hart | Cllr B Hazlewood |
| Cllr S James | Cllr R Martin | Cllr B O’Shea | Cllr G Powell | |
| Cllr V Randall |
1. TO RECEIVE APOLOGIES FOR ABSENCE
Cllrs D Collins, P Meacham, L Vingoe and R Vingoe.
2. TO APPROVE MINUTES OF THE MEETING OF 3RD SEPTEMBER 2007
Cllr G Powell proposed that the minutes be accepted as a true record, seconded by Cllr R Martin 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, 1st October 2007. Comments of those plans discussed have been forwarded by The Clerk to Rochford District Council. Action: The Clerk.
Cllr R Martin raised the matter of the caravan which has for some time been stationed at the rear of the kebab shop in Spa Road. Rochford District Council is dealing with this issue, but requires evidence of a person living in it as a residence. Action: All Councillors.
5. PUBLIC SPEAKING TIME
8.11pm Meeting Adjourned.
Local resident re-co-opting on to Council. The Clerk ran through qualification and procedure for elections/co-option and the resident answered members’ questions. 8.20pm Meeting re-convened.
6. TO CONSIDER CORRESPONDENCE RECEIVED.
1) Letter from Essex County Council informing members of the South Essex Area Forum Special Meeting to be held on Wednesday, 17th October 2007 at the Holiday Inn, Basildon from 6.30pm at which Community Safety will be the topic of discussion. There was a short discussion amongst members and Cllr B Hazlewood agreed he would attend if he was available. Action: Cllr B Hazlewood. 2) Letter from Rochford District Council regarding the transfer of its homes to Rochford Housing Association at Rumsey House, Locks Hill, Rochford, Essex SS4 1BB, contact number 0800 012 1991. There was a short discussion and members noted the information given by Rochford District Council. Action: Noted.
3) Letter from the Secretary to Mark Francois MP regarding overgrown vegetation and fencing at Hockley Railway Station and enclosing copies of the replies received from One Railway and Network Rail. Members noted the information and appreciate the assistance given by Mark Francois MP. Action: Noted.
4) Letter from Rochford District Players seeking a donation towards their group and enclosing a copy of their books. Members discussed this request and agreed this should be considered by the Policy and Procedure, Finance, Personnel and Donations Working Group. Action: Policy and Procedure, Finance, Personnel and Donations Working Group.
5) Letter from Hockley Parish Plan seeking a donation of £500 and continued assistance in kind in order to support them in 2007/08. There was a short discussion and members agreed this should be an agenda item to be discussed at a later date. Hopefully accounts will be to hand and more consideration can be given to this request by Policy and Procedure, Finance, Personnel and Donations Working Group who will report back to Full Council. Action: The Clerk to write to Chairman of Hockley Parish Plan Group.
6) Letter from Rochford District Council inviting members to their Business Breakfast Meeting on Tuesday, 16th October 2007 at The Mill, Bellingham Lane, Rayleigh. Registration will be from 7.45am, breakfast served prior to presentations and meeting finishes at 9.45am. This meeting will highlight business opportunities and support available and how to submit successful tenders. Members noted this information. Action: Noted.
7) Letter from Rayleigh, Rochford and District Association for Voluntary Service regarding their annual appeal for ‘Families in Need’ and seeking any assistance Hockley Parish Council can give. 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) Letter from Rochford District Council enclosing details of training sessions taking place between October and November 2007. There was a short discussion and members noted this information. Action: Noted.
9) Letter from The Ark II requesting Hockley Parish Council considers funding their group “Together on Sunday Afternoon” at the Public Hall, Bullwood Road, Hockley and in particular, the Massive Project. Leaflets for information enclosed and now displayed. 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.
10) Letter from National Grid plc enclosing a signed copy of the Standard Conditions of Hire for Hockley Parish Hall and recording their concern regarding the lack of a fire alarm in the Hall. There was a short discussion and Members noted the information contained in the letter. Action: Noted. 11) Letter from Essex County Council enclosing the Guide to Development Contributions and the Provision of Community infrastructure Consultation Document – formal comments requested by Friday, 12th November 2007. Members discussed this document and agreed it should be stored in the Parish Library. Action: The Clerk.
12) Letter from Essex County Council enclosing the Submission Draft Statement of Community Involvement (SCI) for Planning Development Control plus accompanying documents for comments and representations – the formal 6 week period of consultation runs from 13th September to 25th October 2007. Members discussed this draft and agreed that Cllr D Collins should review. Action: Cllr D Collins. 13) Letter with signatures attached from an attendee of the Hockley Parish Hall Parent and Toddler Group nominating the organiser of the group, Pat Grisdale, for an award/presentation as public recognition for providing the Toddler Group to the Hockley community for nearly 35 years. There was a short discussion amongst members and it was agreed this matter should be considered by the Parish Hall Working Group. Action: Parish Hall Working Group.
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 S James proposed the cheques for ratification and payment be approved, seconded by Cllr M Carter 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 B O’Shea and agreed unanimously. Action: Responsible Finance Officer.
3) The Responsible Finance Officer had prepared a report asking for the transfer of £30,000 from the Council’s base rate tracker account to the current account. Cllr R Martin proposed that the transfer should take place, seconded by Cllr M Carter. 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 5th September 2007;
The notes had been circulated with the agenda for this
meeting.
Cllr B O’Shea briefed members on the Working Group’s
considerations and asked for any
comments and questions.
There was a short
discussion before Cllr C Weston proposed that the notes of the meeting be
approved and actioned, seconded by Cllr G Powell and agreed unanimously.
Action: Noted.
(b) To consider £200 to be spent on flowers for beds at Broad
Parade.
Members discussed this expenditure.
Cllr B Hazlewood
proposed £200 is spent on flowers for the beds at Broad Parade, seconded by
Cllr L Daley. A vote was carried out
with 7 for and 3 against and it was agreed Cllr B O’Shea advise as to the style
of plants to be purchased.
Action: Cllr B
O’Shea.
2)
Policy and Procedure, Finance, Personnel and
Donations Working Group
(a)
To
consider/approve notes of the meeting of 10th September 2007;
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 short
discussion before Cllr C Weston proposed that the notes of the meeting be
approved and actioned, seconded by Cllr M Carter and agreed unanimously.
Action: Noted.
(b)
To consider
Parish Plan Group paying for future use of Parish Hall and other facilities
offered in kind;
Cllr S James is a member of
this committee and declared a personal interest.
Members discussed this matter
and agreed, before a decision can be made, an inspection of the yearly accounts
needs to be carried out. The Clerk is
to write to the Chairman seeking his views on various problems.
Action: The Clerk and Policy and Procedure, Finance,
Personnel and Donations Working Group.
(c)
To consider a
plaque for the Parish Sign designer;
Members discussed this
matter and noted that the designer of the sign was Patrick Warrens and the
carver was Gordon Grant. A plaque was
considered a good idea and Cllr S James is happy to agree with Cllr D Collins
the wording to be engraved. The Clerk
agreed to have the plaque made and arrange the fixing in the sum of £50-£60
approximately.
Cllr G Powell proposed a
plaque be arranged for the Parish Sign designer/carver, seconded by Cllr B
O’Shea and agreed unanimously.
Action: Cllrs S James and D Collins and The Clerk.
Local
Government Act 1972, s.144.
(d)
To consider
hospitality for visiting speakers;
Members discussed this
matter and agreed to it in principle, but considered a recommendation should be
made by the Parish Hall Working Group first.
Cllr B O’Shea proposed
hospitality is provided to visiting speakers, seconded by Cllr L Daley and
agreed unanimously.
Action: Parish Hall Working
Group.
(e) To consider vacancy on the Council;
There was a short discussion regarding the
vacancy and members suggested the
Council advertise the vacancy as per the election.
Cllr C Weston proposed
the vacancy on the Council be advertised, seconded by Cllr G Powell. A vote was carried out with 8 for the
advertisement and 2 against.
Action: The Clerk.
(f) To
consider Administrative Assistant’s working hours;
MEETING
INTO COMMITTEE AS A STAFF MEMBER WAS UNDER DISCUSSION.
Cllr G Powell proposed the Administrative Assistant revert
to her original working hours, Tuesday to Thursday, 9.30am until 12.30pm,
seconded by Cllr R Martin and agreed unanimously.
Action: Administrative Assistant.
(g) To
consider vacant Hall Cleaner post.
Members discussed the vacant Hall Cleaner’s post and suggested
The Clerk and Hall Lettings Officer contact the list of people who might be
interested in the vacancy, otherwise, to place advert on Council Notice Boards.
Cllr V Randall proposed The Clerk/Hall Lettings Officer
contact list of people who might consider the vacancy and advertise as
appropriate, seconded by Cllr S James and agreed unanimously.
Action: The Clerk and Hall Lettings Officer.
THE MEETING RE-CONVENED.
Cllr V Randall informed
members of a Precept Meeting to be held in the Parish Hall on 29th October 2007 at 8pm. All Members and
particularly Chairman of Working Groups should attend with their new projects
and expenditure listed.
3) Footpaths
Working Group
(a)
To
consider/approve notes of the meeting of 12th September 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. Cllr M Carter pointed out
that he was present at this meeting and that the Chairman agreed he had made a
mistake with the date of the next meeting which should be 9th October
2007 at 6.30pm.
There was a short
discussion before Cllr B Hazlewood proposed that the notes of the meeting be
approved and actioned, seconded by Cllr B O’Shea and agreed unanimously.
Action: Noted.
4) Street Lighting, Festive
Lighting and Special Events Working Group
(a) To
consider/approve notes of the meeting of 27th September 2007;
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 before Cllr R Martin proposed that the notes of the meeting be
approved and actioned, seconded by Cllr C Weston and agreed unanimously.
Action: Noted.
(b) To consider
Councillors and others’ availability for Festive Light Marshal duties 24.11.07;
Members discussed this matter and 11 Committee/Volunteers are
prepared to attend, a list of committee/volunteer people is held by Cllr R
Martin.
There was a short discussion before Cllr R Martin proposed
11 Committee/Volunteers attend the Festive Lights to carry out Marshal duties,
seconded by Cllr B O’Shea and agreed unanimously.
Action: Street Lighting, Festive Lighting and
Special Events Working Group.
(c) To consider cost of
erecting the War Memorial once completed.
Members discussed the cost of £10,670 to erect the War
Memorial and methods of raising the monies. Cllr G Powell and The Clerk agreed to visit Mr Bedini to discuss the
costs in line with his estimate.
Cllr S James proposed Cllr G Powell and The Clerk visit Mr
Bedini to discuss costs for erecting the War Memorial, seconded by Cllr C
Weston and agreed unanimously.
Action: Cllr G Powell and The Clerk.
9. TO RECEIVE REPORTS OF DELEGATES
1) Primary Care Trust Cllr V Randall informed members she attended a meeting on 26th September and is holding a report on the status of current facilities which is available to members for inspection. Action: Noted.
2) Central Area Committee Meeting Cllr B Hazlewood attended the latest meeting where the main topics were youth projects and new voting facilities. Action: Noted.
3) Parish Footpath P3 Annual General Meeting Cllr B Hazlewood attended this meeting at Chelmsford and informed members that all work across Essex has now been carried out by the Footpaths Working Group. The Council’s work had been noted. Action: Noted.
4) Footpath Matters Cllr B Hazlewood informed members that he had spoken with Richard Evans at Rochford District Council who confirmed he will be providing names and addresses of land owners when new footpaths are to be placed. Action: Noted.
5) HHAPPY
Group
Cllr G Powell informed members that this group had now been disbanded. The Chairman of the group felt it was not achieving its objectives and that there were many disgruntled helpers. Action: Noted.
6) Old
Peoples’ Welfare
Cllr S James informed members that the group was running well and that meal prices have been increased. Action: Noted.
10pm Cllr B Hazlewood proposed Standing Orders be suspended, seconded
by Cllr V Randall and agreed unanimously.
7) Greensward College Cllr M Carter and C Weston informed members that they had attended Greensward School for a meeting regarding youth facilities in Hockley. A group named Massive has been formed and will form a committee soon. Action: Noted.
8) Cllr L Daley informed members she and Cllr G Powell had attended the Rochford District Council Fund Raising Meeting on 9th September 2007. Cllr G Powell informed Cllr L Daley and members that he is holding a large file of possible grants. Action: Noted.
9) Public Hall Cllr L Vingoe had provided a written report that will be circulated to members. Like other halls, there are problems with finance and ongoing repairs. Action: Noted.
10. ANY MATTERS PERMITTED BY THE CHAIRMAN AS REQUIRING URGENT ATTENTION BY THE COUNCIL, TO INCLUDE REQUESTS FOR FUTURE AGENDA ITEMS.
1) The Clerk informed members that the Parish Hall lower hall fire door had been severely damaged and that he and the Hall Lettings Officer were investigating this matter. He confirmed he would arrange for the door to
be fixed as soon as possible. Members inspected the door that had to be made safe the following morning or the hall would close on Health & Safety grounds. Action: The Clerk.
Meeting Closed at 10.20pm Chairman………………………
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