ALRESFORD PARISH COUNCIL

ALRESFORD PARISH COUNCIL Minutes of the Parish Council Meeting Held on the 5 th September 2018 at 7.30pm Present: Cllr. F. Belgrove (Chairman), Cllr. Osborne, Cllr. Hammick, Cllr. L. Belgrove, Cllr. Wiggins, Cllr. Day and Cllr. Scott. Also present: Parish Clerk, 9 members of the public and County Cllr. Goggin. The Chairman welcomed everyone to the meeting. Announcements: 1) Resignation of a councillor: It was announced that Chris Barrett had resigned from the Council. It was noted that he had served for eleven years and had been Chairman of the Finance Committee, he was the Parish Council Tree Warden and a member of the Planning Committee. The Chairman wished him well for the future. 2) The Village Fete Committee requires more volunteers to help organise the excellent fete and dog show. 3) The Chairman congratulated the Village Hall Management Committee on their excellent renovation project that had resulted in a Village Hall that offered quite outstanding facilities for the area. Clerks Announcement: The Clerk reminded Councillors that it is very important that Pecuniary Interests are declared. It is not the role of the Clerk to remind individual Councillors at each meeting of this legal requirement. AGENDA 09.18.1084 Apologies for absence: Cllrs. Martin, Housden and Clark. 09.18.1085 Minutes of the last monthly meeting: It was resolved to accept the minutes of the meeting of 1 st August 2018 as true and accurate subject to the changes below. Proposed: Cllr. Scott, Seconded: Cllr. Wiggins, Majority in favour. Amendments: Correction of a typographical error, adjustment to the list of attendees and correction of an item to make it apparent that all quotes for works received were considered. Cllr L. Belgrove asked that the reference she had made in her report to policing numbers made it clear that she was speaking about cuts across the UK and not only in Essex. Action: Clerk to amend minutes before being signed by the Chairman. 09.18.1086 Declarations of Interest: Cllr. Scott declared an interest in his District Cllr. Report. 09.18.1087 Public Forum PCSO Julia Brandon was asked by the Chairman to deliver her report to the Council earlier than scheduled, so that she could resume her patrol duties. PCSO Brandon commented on the issues of speeding and was pleased to report that the two sites that she had requested to be used for TRUCAM speed-gun work had been approved by Essex Police. The sites are Colchester Main Road near Cockaynes Lane and Wivenhoe Road near Crestlands. The PCSO had used the speed-gun the previous day and 22 speeding drivers had been booked in Wivenhoe Road, one driver had been clocked at 57MPH. 953 speeding vehicles have been booked in four months between Alresford and Great Bentley (82 Alresford 871 Great Bentley). A resident asked if the people caught by TRUCAM get a ticket straight away, the reply was yes, the person receives a ticket automatically. A warning was given about leaving valuables in vehicles and about making sure the rear doors of houses are properly secured. A resident asked if the PCSO was extracted from Alresford and Bentley for other duties, the PCSO said this would only ever happen in extreme emergencies and that she was contractually obliged to spend her time in the two villages that finance her. The Chairman thanked Julia Brandon for her support for Alresford and her dedication to her duties. Mr Des Rowson from the Community Reach organisation was invited to speak. Mr Rowson explained the work of Community Reach in that it had helped fund various community-based projects in the Brightlingsea, Alresford, Great Bentley and surrounding areas. He said that 500 was to be awarded to Alresford to be put towards the new garden Page 1 of 5

areas in Station Road. Mr Rowson praised Cllr. Osborne (a member of Community Reach) for his work in the organisation. Cllr. Osborne thanked Mr Rowson and congratulated him and his wife for all the work they do. A resident was concerned about the Taylor Wimpey site (Cockaynes Lane) and the temporary access route for pedestrians. The resident complained that the path surface was loose and that a site worker cycled along the path in an inconsiderate manner. Cllr. F. Belgrove will speak with the site manager. A resident complained about the BT manhole at the junction of Crestlands, there were unacceptable delays in repairing it. Cllr. Scott said he would take up the issue of the damaged manhole with British Telecommunications. A resident who was a former TDC Officer raised a number of questions regarding the management of Alresford Creek; i) Why did Colchester Borough Council allow their lease with the boat club to expire five years ago without renewing it? ii) Why was a boat club that was unaccountable to local people given authority over this area? iii) Why was the Parish Council not managing the Creek area, bearing in mind a number of safety and environmental concerns? The Chairman responded that everything that could be done by the Parish Council was being done but Colchester Borough Council owned the Creek bed and the foreshore up to the mean high-water mark. Colchester Borough Council had yet to properly explain why it would not consider offering management rights to Alresford Parish Council as this seemed a sensible option. Cllr. Scott declared an interest as he had attended a meeting together with Cllr F Belgrove to discuss with Cllr. Corey (Wivenhoe Town Councillor and also Leader of Colchester Borough Council) all aspects of Creek management. Cllr. F. Belgrove declared an interest as he has a boat mooring in the Creek and for his attendance at the same meeting. A resident queried why the Alresford Parish Council planning committee had offered a neutral response to the application for two houses in the grounds of the Pointer public house. The Chairman said that he was aware of the various views and was sympathetic to the view expressed but the Council always supports decisions made by its Planning Committee, it is no easy task deciding how to respond as objections must be made purely on planning grounds. It must be remembered that the garden of this property is not a legally registered community asset. The Planning Committee Chairman confirmed that the committee had considered the matter carefully and a neutral response was deemed appropriate in this case as the site was within the settlement boundary (village envelope). A resident from the village fete committee was concerned about several difficulties that might be encountered in the future. The Dog Show was an important feature of the fete and it was asked what could be done to suspend the nodog byelaw. The Chairman said that a byelaw cannot be suspended but there may be a lawful way of addressing this matter, the Clerk had already sought some legal advice and this whole matter would be examined. The Chairman stressed that the fete and dog show are superb community events that the Council fully supported. A positive comment was made that the last report in the Advertiser was greatly appreciated, it was very informative. Another resident queried the Parish Council s planning application response for two homes in the grounds of the Pointer bearing in mind that the neighbourhood plan group would like to see the Pointer registered in the plan as an historic building/community asset. It was clarified that it is only the building that is the subject of the neighbourhood plan group s proposed policy. A resident asked about the car park gate recently installed would it be closed every night? The Chairman said the gate would remain open most of the time and would not be closed every night. 09.18.1088 Project and general updates: (i) Fire proof data cabinet (Pavilion/Village Hall) The fireproof data cabinet has been installed. The Chairman thanked Mr Milburn and members of the football club who helped move this heavy item into position. Documents will be safely stored (minutes, maps, historical documents etc.). (ii) Electric shutters (Pavilion) The Pavilion electric shutters have now been installed. There were a few issues but it s all sorted now. (iii) Electrical 13amp socket (Pavilion) - The additional electrical sockets have been installed in the Pavilion. (iv) The flooring has been repaired in the Pavilion changing room (away team area). (v) Parish Council notice board Station Road. This should be installed this month. (vi) Centenary Commemoration WW1 Cllr. Hammick reported that the Centenary Commemoration of WW1 poppies and poetry displays will be fitted this month. Page 2 of 5

09.18.1089 Application for Foundation status of Local Council Award Scheme (i) It is resolved that Alresford Parish Council confirmed at a Meeting of the full Council that the following documentation (items 1-15, each item should be listed in the minute reference) has been achieved and is on the Council s website. Proposed: Cllr. F. Belgrove, Seconded: Cllr. Wiggins, majority in favour. 1. Its standing orders and financial regulations 2. Its Code of Conduct and a link to councillors registers of interests 3. Its publication scheme 4. Its last annual return 5. Transparent information about council payments 6. A calendar of all meetings including the annual meeting of electors 7. Minutes for at least one year of full council meetings and (if relevant) all committee and sub-committee meetings 8. Current agendas 9. The budget and precept information for the current or next financial year 10. Its complaints procedure 11. Council contact details and councillor information in line with the Transparency Code 12. Its action plan for the current year 13. Evidence of consulting the community 14. Publicity advertising council activities 15. Evidence of participating in town and country planning (ii) It is resolved that Alresford Parish Council confirmed at the meeting of the full Council that the following documentation (items 16-23, each item should be listed in the minute reference) has been achieved. Proposed: Cllr F. Belgrove, Seconded: Cllr. Wiggins, majority in favour. 16. A risk management scheme 17. A register of assets 18. Contracts for all members of staff 19. Up-to-date insurance policies that mitigate risks to public money 20. Disciplinary and grievance procedures 21. A policy for training new staff and councillors 22. A record of all training undertaken by staff and councillors in the last year 23. A clerk who has achieved 12 CPD points in the last year 09.18.1090 Hawthorn Trees in Wivenhoe Road Set time period for maintaining It was agreed to get the trees pruned, J s Garden Services are to advise how often and when best to attend. 09.18.1091 Water bore hole for the Playing Field ACRFC is looking into getting the bore hole installed. It was agreed to look for grants. Cllr. Hammick asked if the PC could also investigate the possibilities of using a bore hole system for heating and water (ground source heat pump) to supply the Pavilion. It was resolved to go with the bore hole scheme for the playing field unanimous decision. 09.18.1092 Neighbourhood Plan Update A steering group meeting has been held and potential policies have been put forward to the policy writer, Mr Bowden of Navigus Planning. Mr Barry Hammick s term as contracted Project Manager has come to an end, however he has kindly agreed to assist the project from time to time with fees being agreed on a job and finish basis. 09.18.1093 Parking Communications with NEPP and deployment of TDC Officers The difficulties of obtaining parking enforcement in Alresford was noted and the matter will be progressed via our County and District Councillors. Page 3 of 5

09.18.1094 Highways Footpath condition along Colchester Road (length on B1027) This matter was raised with the County Councillor during his report session. The footpath requires substantial repair. 09.18.1095 Trees in Ash Road consider quotes to remove dead trees Three quotes were considered for the removal of several dead trees. It was resolved that Ian Allston Tree Surgeon should carry out the works for the sum of 500 excl. VAT. This resolution is subject to a final survey of the area by Cllrs. F. Belgrove, Osborne and Scott. (to take place before works are allocated to the contractor). Proposed: Cllr. F. Belgrove, Seconded: Cllr. Scott., majority in favour. 09.18.1096 APC email accounts for Councillors (i) Reminder about GDPR and its implications regarding emails and correspondence. Due to compatibility issues Council are to suspend the new email addresses for 6 months to give the Clerk time to contact TDC for advice on how best to deal with it. (ii) Are all Councillors email accounts working Some are, some are not. 09.18.1097 Field Fire Risk A Field Fire Risk policy is required. It was agreed that the Environmental Working Party will produce a document for approval at Full Council. Cllr. L. Belgrove raised the issue of emergency access to remote places in the village. The working party are to contact members from the Cockaynes Wood Trust for their advice. 09.18.1098 Applications for Grant Funding EALC Local Services Fund, deadline 25 th October 2018: It was resolved that Alresford Parish Council seeks grant funding from the EALC Local Services Fund to employ a part-time handyman to carry out general repairs and maintenance. 09.18.1099 County and District Councillor s Reports: District Cllr. Scott reported: Cllr. Scott is on the TDC task and finish group regarding recycling and would welcome comments to improve the recycling arrangements. The recycling contract is to be renewed sometime this year. He reported various concerns from residents such as bushes overhanging pathways and the ongoing issues of loose or missing kerb-stones. The kerb stones in Orchard Road really need fixing. There are several planning issues in the village; Wivenhoe Road, Cockaynes Lane South and the junction at Station Road needs reassessing. Residents in Station Road have reported that lorries are parking there for extended periods. An abandoned vehicle in Station Road has now been removed. Broadband issues especially slow speeds have been reported. Cllr Scott said he is to attend a conference on how Broadband can be improved in rural areas. County Cllr. A Goggin reported: Cllr. Goggin apologised for not being able to attend the previous meeting. Cllr. Goggin set out the issue of the bus service and how Hedinghams has now ceased to run the number 87 bus route. First Buses will be the only operator on the Brightlingsea/Alresford route to Colchester. Cllr. Goggin had met with both bus companies and made sure local councillors were fully informed and involved. First Buses agreed to take on a Sunday service but there will be a gap for several weeks, during this time he has arranged volunteer cover to help visitors to the hospital with transport needs. The VAS will be installed after the bird nesting season. The Chairman asked Cllr. Goggin what the situation was with several highways matters that were not being addressed; Loose kerbs, faded signs and the B1027 footpath. Cllr. Goggin said that he had met with the head of the members inquiry dept. and the advice was to use the report it online tool to prove these matters had been logged with ECC, an answer must be forthcoming within a certain frame otherwise the Portfolio Holder would investigate. Page 4 of 5

At the end of this report section a presentation of a 500 grant cheque was made to Alresford Parish Council by the Community Reach Chairman, Mr Des Rowson. The money is to be put towards the garden area project in Station Road. Cllr. Osborne received the cheque on behalf of the Council. Photographs were taken during the presentation. 09.18.1100 Finance report (monthly) for approval of payments It was resolved to approve the finance report and the processing of the listed payments. Proposed: Cllr. Osborne, Seconded: Cllr. F. Belgrove, majority in favour. 09.10.1101 Clerk report/correspondence not previously circulated (i) Solar Together Essex ECC The latest advice on solar lighting and heating is now available from ECC. The PC could possibly look at the Pavilion. (ii) RCCE membership renewal It was resolved that the membership renewal fee in the sum of 72.60 is paid. 09.18.1102 Community Speed Watch Report The team had taken part in the Colchester surround a town initiative and three vehicles had been reported for speeding in Alresford. 09.18.1103 PCSO report This item was dealt with at the start of the Public Forum. 09.18.1104 Committee and Working Party reports: (i) Planning Committee report Cllr. Osborne reported an application had gone to appeal. Cllr. Osborne had attended the TDC Planning Committee meeting to offer representations from APC regarding the Taylor Wimpey North Site application for 84 homes. He asked why Taylor Wimpey were not including bungalows in their plans (as they had on the South site). He had also raised the gifted homes matter and asked whether APC could hold the 4 gifted homes in trust for local residents (Alms-house type scheme). There are possible dormice on the site. The TDC Planning Committee deferred their decision pending further consultation. (ii) Personnel Committee report Appraisals are to be carried out. (iii) Pavilion Committee No report, the next meeting is in October (iv) Highways Working Party report This item was dealt with during an extended report by Cllr. Goggin. (v) Transport Rep. Report This item had been covered by Cllr. Goggin (related to bus service withdrawal). (vi) Allotment Working Party Report Another plot has been rented, no more plots are available now. (vii) Playing Field Working Report Volunteers from the football club have trimmed the whole hedge line near the field entrance gates. This was much appreciated. Cllr. L. Belgrove expressed that it is important to keep the fete going and understands how difficult it is to get volunteers but it s so important for the residents and the village. Cllr. Osborne reiterated some of these comments and added that the PC are not able to take on running the fete but must give as much help as possible. 09.18.1105 Meeting closed at 21.22pm Chairman/Vice Chairman signed: Date: Page 5 of 5