MINUTES OF THE MEETING OF ROXWELL PARISH COUNCIL HELD ON WEDNESDAY 13 TH JULY, 2016 AT 7.30PM IN ROXWELL PRIMARY SCHOOL PRESENT:- IN ATTENDANCE:- Cllrs:- C. Pavitt, M. Wallace, F.Corkhill, M. Page, Dr. V. Bradbury, Mrs D. Goodwin and M. Plom. Mrs L. Green (Clerk) 2 Parishioners 1. DEMOCRATIC 15 MINUTES A parishioner, Roy Cumbers, advised that the grass has been cut at the allotment. He stated that is needs doing again now in order to keep on top of it. David Webber did the last cut and made a very good job of it. Mr Cumbers enquired whether the Parish Council could hire a heavy duty mower and get Stuart Pavitt to cut the grass. The Chairman suggested asking David Webber to cut the grass again before the harvest. The alternative option would be to borrow the machine from David Webber and Roy Cumbers cut the grass. Mr Cumbers enquired why the grass cuttings from the Toddlers Play Area were being thrown over the fence when it was cut. Chairman to speak to Evans Garden Maintenance about the matter. Cllr. Corkhill asked for a note of thanks to be put in the minutes to Roy Cumbers for clearing the allotments after they had been cut and also to David Webber and his staff for cutting the allotments. Chairman said he would personally thank David Webber when he sees him tomorrow. 2. APOLOGIES:- Apologies for absence had been received from Cllr. Mrs E. Drakeford, Chelmsford City Cllr Nicolette Chambers and ECC Cllr. John Aldridge. 3. MINUTES OF THE MEETING HELD ON 11 TH MAY 2016 The minutes of the Meeting held on 11 th May 2016 were taken as read and the Chairman was authorised to sign them. 4. VACANCIES ON PARISH COUNCIL FOLLOWING ELECTIONS The Chairman stated that there is still one vacancy as nobody had come forward to be considered for the position so for the time being the Parish Council will continue to run with 8 Councillors. 5. COUNCILLORS DECLARATION OF INTERESTS ON ANY AGENDA ITEMS FOR THIS MEETING. No interests were declared. 6. MATTERS ARISING:- 7. REPORT BY CHELMSFORD CITY CLLR. MRS NICOLETTE CHAMBERS. No report had been received. 8. REPORT BY ESSEX COUNTY CLLR. JOHN ALDRIDGE. No report had been received.
9. POLICE MATTERS a) Neighbourhood Watch The Chairman reported that he continues to receive the regular updates from Dennis Revell. Cllr. Wallace advised that there have been several thefts in the village recently. A van had been taken, plus a trailer and equipment. b) Any Other Chris Philpot had hosted a Police event which had received good attendance. 10. FINANCIAL MATTERS a) Payments:- 17/05/16 Page Computers 188.48 Clerk s Computer (Roxwell PC Share) 24/05/16 Mr. S. Pavitt 207.00 Works to Recreation Field & Toddlers Play Area 24/05/16 Mrs.L.Green 179.15 Clerks Salary May 2016 24/05/16 H.M.Revenue & Customs 44.60 Paye & NIC May 2016 07/06/16 RPM Plumbing 40.00 Repair to Pavilion 07/06/16 Martin Fairhurst 50.00 Internal Auditor Fee 07/06/16 Fastsigns 65.40 2 signs for Rec. Field 16/06/16 M.D. Landscapes (Anglia) Ltd 249.60 Grass Cutting Recreation Field 16/06/16 E-On 46.25 Electricity Sports Pavilion 16/06/16 Evans Garden Maintenance 176.00 Grass Cutting Toddlers Play Area 16/06/16 Playsafety Limited 163.80 Play Area Inspections 30/06/16 Mr. S. Pavitt 206.80 Works to Recreation Field & Toddlers Play Area 01/07/16 Mrs.L.Green 179.15 Clerks Salary June 2016 01/07/16 H.M.Revenue & Customs 44.60 Paye & NIC June 2016 01/07/16 Community Action Suffolk 80.90 Additional Insurance Premium (amendments) 10/07/16 Mrs B.M. Pavitt 73.46 Cleaning Sports Pavilion May-July plus supplies 11/07/16 M.D. Landscapes (Anglia) Ltd 249.60 Grass Cutting Recreation Field 13/07/16 Mrs L.J. Green 138.66 Expenses 11.05.16 13.07.16 The above payments were approved by the Parish Council. b)transfer of Funds. 09.06.16 Transfer 500.00 from Business Premium Account to Current Account 27.06.16 Transfer 1,000.00 from Business Premium Account to Current Account 12.07.16 Transfer 500.00 from Business Premium Account to Current Account c)bank Balances. The bank balances were as follows:- Current Account - 1,788.35 Business Reserve - 30,652.79 d) Transparency Code The Chairman asked the Clerk to remove this item as everything is now up and running to suit the Parish Council s needs. Cllr. Page has been on holiday so the deadline has not been met this month. e) Grant Request Ref. Reading Room f) Pension Regulations for Employers The Chairman had completed the declaration form for Pensions Regulator which confirmed that the Parish Council have completed all their duties. He advised the Clerk did not take up the option of a pension. The regulations state that the records have to be checked every three years. This item to be removed from next agenda.
g) Audit of Accounts for 2015/16 - The Chairman advised that all documentation had gone off to the external Auditors. h) Clerk s Salary The Clerk and public were asked to leave the room whilst the Clerk s salary was discussed. It was agreed that in recognition of the Clerk s length of service her salary would be put up to SCP25. This equated to 2,798.42 per annum, 233.20 per month or 11.66 per hour. The Chairman advised that the increase would be backdated to 1 st April 2016 so therefore the Clerk was due 28.35 back pay which she could add to her next month s salary which would total 261.55 for July. Cllr. Goodwin thanked the Clerk for all that she does. i) Insurance - The Chairman advised that the Parish Council were currently in the second year of a 4 year term. j) Grant request from Roxwell PCC The Chairman had received a letter requesting the grant towards the production of the Roxwell Recorder. Cllr. Wallace proposed the grant of 500.00 be paid again this year which was seconded by Cllr. Page. This was agreed unanimously k) Any Other 11. PLANNING MATTERS & APPLICATIONS a) HOE STREET FARM, HOE STREET Demolition of existing swimming pool building and construction of new garden outbuilding. No Objections. No Decision Yet. b) BAKERSFIELD COTTAGE, COOKSMILL GREEN - Part two storey, part single storey rear extension with external alterations. No Objections. APPROVED. c) RADLEY GREEN FARM, RADLEY GREEN Change of use of building from agriculture to B1 (commercial use). No Objections. APPROVED. d) ST. FABIANS, GRAVELLY LANE Single storey side and front extension. No Objections. APPROVED. e) 78 ST MICHAELS DRIVE Lengthening of wheelchair access ramp to the front and extension of porch. No Objections. APPROVED. f) THE CORIANDER, CROSS KEYS, BISHOPS STORTFORD ROAD Change of use of existing building to residential to form two new dwellings (Houses 1 and 2) including new two storey rear extension, demolition of single storey rear extensions, alterations to front and rear elevations. Construction of new two storey attached dwelling (House 3). Construction of new detached chalet bungalow (House 4). New landscaping, garden and parking layouts to front and rear of new dwellings. No Objections. No Decision Yet. g) LAND NORTH EAST OF ALMA HOUSE, BISHOPS STORTFORD ROAD - Hedgerow removal - (hedge previously identified at Section C in application ref 15/06001/HRN). Reason: CJH Farming Ltd seeks to balance the need for modern change with the desire to manage the landscape responsibly and in particular with habitats and wildlife in mind. Small field sizes of this nature become increasingly impractical, difficult and uneconomic to cultivate, grow crops and make a livelihood given the demands of the modern consumer. Farm machinery has increased in working widths substantially in the last fifteen years and will continue to do so in the future. This field is a reflection of a practical size many years ago, it is not a reflection of a field size which is practical on a modern arable farm with modern equipment. It is proposed to replace the removed hedge with more than 400m of mixed natural hedgerow species - The new hedgerow will include at least 5 woody species; close existing large gaps; contain standard trees; have a ditch along at least one half of its length; and provide habitat and landscape connectivity. The planting of the new hedgerow will enhance the condition of this field boundary and balance the need for agricultural operations within this working landscape. It will achieve the target of planting replacement hedgerows elsewhere on the farm and provide a net increase of hedgerow in the landscape. Please also read the Report titled 'Boyton Hall Farm - Hedgerow Management Autumn / Winter 2016' The Parish Council objected by reason of the following comments:-
This is a recent purchase and the hedge lay out and field size was known by the current purchaser (applicant). The hedge lay out is a relic of the old hedge and field margins and is over four hundred years old, with little left within the Parish. Habitat is more than species of trees and shrubs, it is a whole eco system that cannot be replaced simply by selecting new plants and planting a new hedge. It relates to soil eco systems that cannot be replaced, nor the higher eco systems. Removal of these is irreplaceable. There has been no habitat survey of the hedge to be removed. This hedge is a critical part of our heritage. h) LITTLE BOYTON HALL FARM, BOYTONS HALL LANE Building to store baled straw undercover. No Comments. No Decision Yet. i) HOE STREET FARM, HOE STREET Proposed garden outbuilding. No Comments. No Decision Yet. j) 3 BATEMANS COTTAGES, BISHOPS STORTFORD ROAD First floor extension over existing ground floor. Change existing flat roof over first floor to pitched roof. No Comments. No Decision Yet. k) LITTLE THATCHERS, HOE STREET Agricultural infill building. PRIOR APPROVAL NOT REQUIRED. l) BUTT HATCH FARM, RADLEY GREEN ROAD Side extension to agricultural grain storage building. PRIOR APPROVAL NOT REQUIRED. m) WASTE DEVELOPMENT DOCUMENT Cllr. Page advised that the document had gone to central Government. 12. RECREATION FIELD/TODDLER PLAYAREA a) Play Equipment Safety Inspection The Chairman advised that the report had been good with a couple of minor items which need attending to but nothing urgent. In the Recreation Field Play Area, a cap is needed for a post. Bird fouling is a problem. There are finger entrapments on the fixing posts on trays and on top of slide. These cannot be filled up with filler. Cllr. Wallace suggested putting a plate behind. Cllr. Goodwin advised you can get a foam grip to fill the gap. In the Toddlers Play Area, the fixing has got loose on the new memorial seat. Chairman to get metal brackets to put over supports. Self-closure on gate needs adjusting. Cap missing off sign. Seat needs replacing on roundabout. Hole on one of the fixings on roundabout. Chairman to ask Wicksteed for a price. Cllr. Goodwin to look. Safety surface a trip hazard where they are small gaps. It was agreed that the Chairman would meet with Cllr.Goodwin and her husband who would hopefully be able to assist with some of the items that need attention. b) Roxwell Blues Cricket Club The Chairman reported that the second week of the season and after the first home game, he got a telephone call to say Roxwell Blues had withdrawn from the cricket league due to the lack of players available. Writtle Cricket Club are playing a lot more cricket than before and will finish off with 9-12 games this season. The Chairman said it was a shame Roxwell Blues had not been able to continue. c)any Other The Chairman advised that a lot of rubble had been collected from the ditches during hedge clearing in the winter. The Chairman had arranged for David Webber to clear away tomorrow. 13. FOOTPATHS a) Footpath in Green Lane being ruined by horse Minute 16. The Chairman had drafted a letter which he had sent to Cllr. Wallace. This letter will be sent out in the Autumn to all liveries. b) Any Other - The Chairman reported that during the recent floods the footbridge over the stream on F76 had lifted and been left on a tilt. The Chairman had reported to ECC and received a message to say it would be repaired within 48hrs. He had not checked yet to see if it had been done.
The Chairman reported that the finger post had been taken out from F75, entrance to the Recreation Field, to F74, Church Green. Chairman had reported to ECC. He had also checked the ditches but could not find the post. 14. AFFORDABLE HOUSING Minute 116,144,20,40,59,85,114,145,18,46,76,106,131, 159,19,50,75,99,121,144,18,43,69,97,126,150 & 17. The Chairman had not received any updates and said he would E-mail the Councillors if he gets any information next week. 15. TRAFFIC CALMING THE STREET/VICARAGE ROAD Minute 92,121,151,24,52,81, 111,134,162,21,52,77,100,122,145,19,44,70,98,127,151 & 18. The Chairman had spoken to Jon Simmons at ECC Highways who advised that a speed loop survey needs to be carried out before a 30mph speed activated sign can be installed. Cars need to be travelling at an average speed of 35mph. Cllrs.Wallace and Corkhill both reported recent incidents within the village. 16. BUS SHELTERS A1060 AT THE HARE AND GREEN LANE - Minute 61,82,102,124,146,20,45,71,99,128,152 & 19. The Chairman advised that there were no funds available for ECC to install new bus shelters in Green Lane and at The Hare. ECC will put in for a grant again next year. Chris Philpot reported that the roof has come off the shelter opposite The Hare. The Chairman advised that he is aware and the roof has been looked at. 17. KERB STONE DAMAGE IN ST. MICHAELS DRIVE - Minute 85,128,24,48,73,101,130,154 & 20. 18. FLOODING OUTSIDE ROXWELL PRIMARY SCHOOL Minute 5,52,77,105,131,155 & 21. The Chairman advised that the situation seems to have improved. 19. BIG HOLE BEHIND THE DRAIN OUTSIDE LITTLE DUKES Minute 5,53,78,106,132,156 & 22. 20. WATER USEAGE BY ALLOTMENT HOLDERS (CHURCH CONTROLLED) ON STONEHILL ROAD Minute 111,134,158 & 23. The Chairman asked the Clerk to remove the item from the Agenda. 21. PAVEMENT DAMAGE ST. MICHAELS DRIVE Minute 84,135,159 & 24. 22. GREEN LANE JUNCTION - Minute 84,136,160 & 25. The Chairman advised that ECC Highways had approved 2k for works to be done which would include remarking white lines. Cllr. Wallace advised that the potholes had been marked to be filled in. 23. BOYTON CROSS LANE POTHOLES AND OVERGROWN VEGETATION Minute 7 & 27. The Chairman advised that a lot of patch repairs had been done. There is still one fairly big pothole which is quite deep. Cllr. Goodwin advised that Highways are starting work on the road on 20 th July. Chairman stated Highways could be resurfacing. 24. GREEN LANE OVERGROWN HEDGE OUTSIDE NO. 3 Minute 7 & 29. Nothing to report continue to monitor.
25. CLEANING BIN AT BOYTON CROSS BUS SHELTER Minute 7 & 30. The Chairman had emptied the bin himself. Clerk to remove item from Agenda. 26. ISSUES REPORTED TO HIGHWAYS GENERAL OVERVIEW Minute 31. The Chairman reported that they had been fly tipping opposite the allotments. He had reported it and it had been taken away. The light had been repaired. The Chairman had reported the finger post on footpath that had gone missing. The Chairman advised that Green Lane Farm had been all marked up for repair. Highways had advised that the pot hole close to the Ferns and Cherry Tree Cottage did not meet the criteria. The Chairman had spoken to ECC Cllr. Aldridge and within 3 weeks the hole had been filled in. The Chairman advised that the hole had been lethal to motorcyclists. 27. ROXWELL MEMORIAL HALL REPORT BY CLLR. DENISE GOODWIN The Councils representative on the Memorial Hall Committee Cllr. D. Goodwin informed the Council of comments made against her by another committee member at a recent meeting, and also the concerns she had on other matters. After discussion the Parish Council gave its full support to the actions taken by Cllr. Goodwin. It was agreed that the Chairman would write to the Memorial Hall Secretary. 28. EMERGENCY PLANNING Glyn Eastman had asked if the Parish Council had an Emergency Planning Coordinator. The Chairman advised that the Parish Council do not have one. Mr Eastman had asked for sandbags during the recent floods in the village. Cllr. Wallace offered to take on the position. Cllr. Goodwin stated the Parish Council need an Emergency Contingency Plan. Cllr. Wallace felt a list of vulnerable people in the village was needed in cases of snow, power cuts and floods. The Chairman suggested putting something in the Roxwell Recorder, September issue,with the aim of getting a group of volunteers together to assist in an emergency. CCC can provide the training. MEETING CLOSED 8.56pm CHAIRMAN. DATE NEXT MEETING WEDNESDAY 14 TH SEPTEMBER 2016 AT 7.30pm IN ROXWELL MEMORIAL HALL The Chairman advised that the next two meeting will not be held in Roxwell School as the caretaker has retired and there is nobody to let the Parish Council into the school. Chairman to book Memorial Hall. Once the school get a new caretaker the Parish Council meetings will return to Roxwell School. Clerk to highlight new venue on next Agenda.