Councillors: Mrs Dickinson, Mr Greenwood and Mr Blaber

Were received from Mr Micklem and Mr Jackson.

It was suggested that the order of business be taken in a different order to make better sense of the items to be discussed.

2. Outstanding Accounts
There were no outstanding accounts over one month old.

3. Report of outstanding loans
There were no outstanding loans to or from the Parish Council.

4.To review Salaries Wages and Other Payments
Defer to next meeting due to non settlement of 2007 national agreement.

5. To review the Contract of Employment for the Parish Handyman
Defer to next meeting as the clerk had not had time to review this.

6. Review of Clerks working hours
The clerk had undertaken a review of working hours spent on Parish Council employment over the past 15 weeks (i.e. week ending 10th July 2007 – week ending 17th October 2007). A total of 254.7 hours had been worked. This averaged at 16.98 hrs per week. The Clerk is currently contracted to work and is paid for 11 hours per week.

This was noted and is further mentioned in the budget preparation below.

7. To review Capital Works Provision, and the funding of the programme.
A suggested revised Capital Programme was presented and approved as follows:

Summary of Expenditure from Capital Works Account

2007/8 £2205

2008/9 £16500

This will leave and estimated balance in the Capital Works Account as at 31st March 2009 of £2,540.

8. To check and confirm the latest Bank Reconciliation
The bank reconciliation was checked, confirmed and agreed.

9. Parish Council Accounts as at 30th September 2007
These were presented, discussed and agreed. The clerk reported on the accounts as follows:

INCOME
The income for the year is estimated to be £1268.19 more than the budget. This is mainly made up from £615 has been received for damage to Ford End Bus Shelter Roof, a tree planting grant of £189 and a transfer from the General Reserve of £375.

EXPENDITURE
Insurance Premium £397.44 less than budget.

Grants/Donations/Loans – this is likely to be under spent (estimated £1616.27). Grants have been made of £133.73. There are no further applications pending.

Hedgecutting – Due to additional hedge-cutting authorised the total expenditure is estimated to be £149.96 over budget.

Provision, repair and maintenance of Recreation Equipment – includes contingency of £400 for repairs which may be required before the end of the year.

Legal Fees – budget of £300 is unlikely to be spent but is retained as a contingency.

Litter Bins – authorisation has been given for the litter bin at Great Waltham Bus Shelter to be replaced with a fire proof model costing £250. This will cause the expenditure to exceed the budget by £150.

Tree Planting – the expenditure estimated at £300 which is £150 over the budget figure is covered by the grant of £189 allocated from CBC.

Provision Repair and Maintenance of Fencing, Gates, Notice Boards and Seats. Budget for year £560 of which £534.41 has been spent in the first three months as follows:

Repairs to Ford End Playing Field Gate £110

Provision of Community Notice Board at Great Waltham £95

Seat at Ford End Bus Stop (to replace stolen seat) £299

Fence posts and Wire for Howe Street Playing Field £30.41

I have allowed a further £250 contingency for expenditure for the remainder of the year.

Provision for Handyman – an allowance has been made for £164 for additional hours that may be required. Also an allowance has been made for the mowers and strimmer to be serviced over the winter months.

Water Supply at Allotments – A contingency sum of £50 has been allowed for the materials to be used in the construction of a funnel arrangement for the tanks at Bury Lane Allotments.

Bus Shelter Repairs –the budget is already overspent by £280 due to the repairs required to the Ford End Bus Shelter Roof – see insurance income above £615.

Parish Plan – It is assumed that no expenditure will be required during the current year.

Loss from Changing Rooms – from latest estimated predictions result in the loss on the changing rooms will be £1008.47 against a budget set at £447.85. Therefore a possible overspending of £560.62. This is largely due to maintenance and repairs carried out – 389.53 roof repairs and £185.70 redecorating materials..

RECOMMENDATION:
Income received exceeds the budget by £1268.19.

Overall expenditure is less than budget by £68.87.

This results in an estimated balance carried forward of £2277.93 which exceeds the budgeted figure by £1337.06.

This is a satisfactory position at this point of the year provided that no exceptional expenditure is incurred which the surplus or the contingencies cannot cope with.

It is suggested that the over-spending and under-spending be noted and that no further action is required at this time.

CLERKS GRATUITY ACCOUNT
Estimated balance as at 31st March 2008 £13544.63 is sufficient to cover the Clerks Salary x 2 as per the contract of employment at this time.

GENERAL RESERVE
Estimated balance as at 31st March 2008 £1741.37. No action required. It is recommended that any surplus on the general account as at 31st March 2008 be transferred to this reserve.

CAPITAL WORKS ACCOUNT
Estimated balance as at 31st March 2008 is £18,411.12 due to revised Capital Programme – see 7 above. It is intended to expend £4080 on the resurfacing of Ford End Playing Field Car Park and £1875 of this expenditure will be met by way of a grant from The Community Initiatives Fund. Further expenditure programmed for the year 2008/9 will leave the reserve with an estimated balance of £2540.12 as at 31st March 2009.

No action required.

ALLOTMENT ACCOUNT
Estimated balance as at 31st March 2008 is £336.88. With the increased take up of allotments the income has increased and the expenditure has fallen. There is a rent review due to take place in September 2008. No action required.

CHANGING ROOMS ACCOUNT
Following discussions with Ravens Football Club regarding the usage of the Great Waltham changing rooms new estimates have been prepared based upon an expected usage for 24 games during the 2007/8 season which result in an estimated loss of £1008.47 against the budgeted loss of £266. The main reasons for this is a reduction of income (last financial year Uplands Rangers were also using the facilities). This will be off set slightly by a reduction in the caretaking fees.

There is also an estimated increase of £442.23 on redecoration and maintenance of the changing rooms. This results from £575.23 (see below) already spent. The redecoration will be carried out by Community Service workers commencing on 25th October 2007.

The amounts spent so far this year are as follows:

New Stepladder £42.53 – required for Health and Safety reasons

Paint for doors £11.90

Labour re Painting £25.44

New Roofing Sheet £125.10 (this was not counted as part of the expenditure in setting the rent)

Labour to repair Roof £210(this was not counted as part of the expenditure in setting the rent)

Materials for redecoration £160.26.

The loss on the changing rooms account is charged to the general account – which see notes above.

10. To prepare a budget for the year 1st April 2008 to 31st March 2009
Three budgets were offered for consideration.

Budget 1.
Firstly budget 1 does not balance – see total income v total expenditure.

Income based upon a precept increased by 3% to £29,576.

Expenditure based upon all expenditure which is anticipated in 2008/9 and with the clerks hours uplifted from 11 hours per week to 16 hours per week.

The total estimated expenditure £45,717

Shortfall total income less total expenditure £14,401.

To enable the income to balance expenditure the precept would need to be increased by 53.77%.

The effect of increasing the precept by 3% i.e. by £861 – on ‘D’ band property estimated would be an estimated increase of 77p per household per annum 1.48p per week - £26.70 per household per annum.

If the precept was raised by 53.77% (to cover all anticipated expenditure)- i.e by £15440 the effect on a band D property would be an estimated increase of £16.33 per household per annum – 31p per week - £42.26 per household per annum.

Budget 2.
Budget 2 is based upon all anticipated expenditure with the exception of any adjustment to take account of the clerks increased working hours.

Income based upon a 12% increase in the precept (i.e. £3445) to £32160

Expenditure based upon all expenditure which is anticipated in 2008/9 and ignoring any uplift in the hours worked by the clerk.

The total estimated expenditure £33940

To enable the income to balance expenditure the precept would need to be increased by 12%.

The effect of increasing the precept by 12% i.e. by £3445 – on ‘D’ band property estimated would be an estimated increase of 77p per household per annum 1.48p per week - £26.70 per household per annum.

Budget 3
Budget 3 is based upon a reduction in the anticipated expenditure during the year and ignoring any adjustment to take account of the clerks increased working hours.

Income based upon a 3% increase in the precept (i.e. £861) to £29756

Expenditure based upon a reduced expenditure figure than that per budget 1 and 2 and ignoring any uplift in the hours worked by the clerk.

The items removed from the budget are as follows:

1. Conference Fees and Training – reducing budget by £150.

2. Grants/Donations/Loans – making no budget available – reduction of £1,000. (bearing in mind that there should be an increased amount held in the general reserve)

3. Reduction in the contingency allowed in the Repair and Maintenance of Recreational Equipment – reduction of £200.

4. Neighbourhood Watch (removal of budget for meeting costs and signs) – reduction of £170 – leaving a budget to assist with printing costs only.

5. Secure cycle parking at Walthambury Stores – reduction of £200 although this has been transferred to the Capital Works account and included as part of that programme.

6. Removal of Budget for Publicity/Communications – reduction of £3250. This will mean that a better Annual Report cannot be afforded and that a ‘free issue ‘Parish Press’ or quarterly newsletter cannot be progressed.

The total estimated expenditure £31470.

To enable the income to balance expenditure the precept would need to be increased by 3%.

The effect of increasing the precept by 3% i.e. by £861 – on ‘D’ band property estimated would be an estimated increase of 77p per household per annum 1.48p per week - £26.70 per household per annum.

All calculations for effect on Parish Rate are based upon the support from CBC increasing in line with inflation 3% and the Parish Council Tax Base for a band ‘D’ property remaining at £936.70.

Budget 4
Following discussion of the three budgets above it was agreed that a further budget be developed. The budget to reflect the following. This is detailed on the attached sheet as the right hand column - Budget 4 2008/9.

To allow for the Clerks Hours to be raised to 16 hours per week.

Conference Fees and Training – reduced budget by £150.

Grants/Donations/Loans – making no budget available – reduction of £1,000. (it was suggested that there should be an increased amount held in the general reserve and that any applications for grants donations/loans could be considered from this fund)

Reduction in the contingency allowed in the Repair and Maintenance of Recreational Equipment – reduction of £200.

To make provision for the Clerks Gratuity to be increased over a six year period by a contribution to the reserve of £1,000 per annum. Additional budget allowance for £1000 to be transferred to the Clerks Gratuity Account.

Neighbourhood Watch (removal of budget for meeting costs and signs) – reduction of £170 – leaving a budget to assist with printing costs only (£250).

Secure cycle parking at Walthambury Stores – reduction of £200 although it is suggested that this may be transferred to the Capital Works account and included as part of that programme.

Reduction of budget for Publicity/Communications – reduction of £2500. This will mean that a better Annual Report is allowed for (£750) but no allowance is made for a ‘free issue of ‘Parish Press’ or quarterly newsletters.(estimated at £2500).

To enable the income to balance expenditure the precept would need to be increased by 21%.

The effect of increasing the precept by 21% i.e. by £5902 – on ‘D’ band property. The estimated effect would be an increase of £6.15p per household per annum 12p per week making the total Parish rate £32.08 per household per annum.

It is recommended that budget 4 be the adopted budget for 2008/9 and that the precept be raised by 21%. This recommendation requires to be ratified by the Parish Council.

11. Health and Safety Issues.
The Recreation Committee has recommended that a safety audit be carried out at the Changing rooms. This audit to include general safety, fire, and asbestos checks. An allowance of £500 has been made in the 2008/9 budget for this.

Chairman: Mr Micklem

Councillors: Mrs Dickinson, Mr Braisby and Mr Blaber

Were received from Mr Jackson and Mr Greenwood.

There were none

There was none

The National Joint Council for Local Government Services has reached agreement in October 2007 on rates of pay applicable from 1st April 2007. Consequently the National Association of Local Councils and the Society of Local Council Clerks jointly recommend that the salary scales of all full and part-time clerks be adjusted in accordance with the new spinal column points (SCP).

The clerk is currently paid on Local Government Salary Scale LC2. This scale was evaluated by the Finance and General Purposes Committee on 23rd January 2006 to a spot salary (a single salary point to be reviewed by the Council annually) The spot salary point was determined as point 26 the lowest of the LC2 range below the substantive benchmark range.

Therefore applying the recommended rate indicated above to the clerks salary, with effect from 1st April 2007 at the Spinal Column 26 results in the rate £11.129 per hour being multiplied by the contracted number of hours rate of pay, which is currently set at 600 (per contract of employment) is as follows – 600 hours at £11.129 = £6677.40 per annum representing an increase of 2.477% as per the National Joint Council’s recommendations.

The implications of the Survey of the clerks working hours resulted in an increase in the average working hours to 16 hours per week. Based upon this average the new salary would be 16 hours x 52 weeks x £11.129 per hour = £9259.33 per annum with effect from 1st April 2008. The budget for 2007/8 has allowed for an increase in the number of hours worked by the clerk.

OTHER WAGES AND FEES PAID

Applying the rate of increase 2.477% to other employees results in the following:

Recommended: That the new salaries shown above be applied with immediate effect and backdated to 1st April 2007 and that the Clerk’s pay be increased on the basis of 16 hours per week with effect from 1st April 2008.

It was also agreed that prior to April 2008 that further consideration would be given to the other wages and fees paid for employees other than the clerk in line with the increases applied to Minimum wage payment scale rather than the National Agreement.

Chairman: Mr Micklem

Councillors: Mrs Dickinson, Mr Braisby, Mr Jackson, Mr Greenwood and Mr Blaber

2. Apologies for Absence
There were none

3. Declarations of interests (existence and nature) with regard to items on the agenda.
Mr Micklem declared an interest in item 7 relating to the transfer of the cobbled area in Barrack Lane.

4. Public Participation session with respect to items on the agenda.
There was no public present at the meeting.

5 Parish Council Accounts as at 31^st December 2007.
These were presented, discussed and agreed.

The clerk reported on the accounts as at 31^st December 2007, giving information on projects outstanding during the current year, budget headings which were overspent and budget headings which were under spent and proposed changes in the 2008/9 budget.

It is recommended that the proposed works as listed below be carried out/or carried forward to the next financial year if insufficient time to carry out in the current year.

The clerk reported that there would be an estimated surplus on the general account of £3893 as at 31^st March 2009 and suggested that consideration be given to the use of the estimated surplus on the general account as follows:

1. That £600 be set aside to make a grant to the handyman to fit a tow-bar to the handyman’s van and to purchase for the Parish Council a small trailer with a run up ramp to allow the handyman to tow the large self propelled mower currently stored in the Clerk’s garage and so far un-used. This can then be employed to cut the grassed areas attended to by the handyman at the moment with a motorised push mower.

2. That the transfer to the Clerks Gratuity Account be uplifted from £1,000 to £2000 to allow the fund set aside to be brought into line with two times the Clerks Salary more quickly.

3. That £2,000 be transferred to the Capital Works Account and the Parish Focus Point Project to meet the costs of preliminary survey and design work to be discussed under item 14 of this agenda.

The three suggestions above are recommended for acceptance.

6. Outstanding Accounts.
There were no outstanding accounts over one month old.

7. To review Capital Works Provision, and the funding of the programme
Mr Micklem declared an interest in item 7 relating to the transfer of the cobbled area in Barrack Lane.

A suggested revised Capital Programme was presented and approved as follows:

Summary of Expenditure from Capital Works Account

2007/8 £2063

2008/9 £18500

This will leave and estimated balance in the Capital Works Account as at 31^st March 2009 of £2540.

8. Report on outstanding loans.
There were no outstanding loans to or from the Parish Council

9. To check and confirm the latest Bank Reconciliation
The bank reconciliation was checked, confirmed and agreed.

10. To review Health and Safety at Work Policy
The document was reviewed and it was agreed that it was recommended for signature by the Chairman at the next monthly meeting.

11. To consider the payments made for other wages and fees paid for employees other than the clerk in line with the increases applied to Minimum wage payment scale rather than the National Agreement.
Discussion took place on the basis for applying pay increases for employees.

It is recommended that:

for the Clerk the pay awards would be on the recommendation of the National Joint Council for Local Government Services/the National Association of Local Councils and the Society of Local Council Clerks jointly.

For other employees that pay would be reviewed at the January Finance and General Purposes meeting each year according to the information available at that time.

12. To review the Financial Regulations of the Parish Council – last reviewed January 2004.
Mr Micklem undertook to review the Financial Regulation of the Parish Council and to report back to the Finance and General Purposes Committee in April 2008.

13. To review the Standing Orders of the Parish Council – last reviewed January 2004.
Mr Jackson undertook to review the Standing Orders of the Parish Council and to report back to the Finance and General Purposes Committee in April 2008.

14. To consider and discuss budget implications regarding the project to refurbish Great Waltham Village Hall and to provide a Parish Focus Point (Parish Office/Meeting room.
The clerk reported that a quotation had been obtained for £880 to provide a measured internal survey and site plan drawings and a further £1720 for client briefing and proposed sketch scheme including one meeting. The total cost £2,600 to be shared equally between Essex County Council, Great Waltham Parish Council and Great Waltham Village Hall Committee.

The clerk reported that contact had been established with the Principal Architect at Chelmsford Borough Council and that his details had been supplied to Ian Hatton to see if any arrangement could be made to work in partnership with CBC on the drawing and design project.

The Parish Council had confirmed at the January meeting that it remained committed to the project to provide a Parish Focus Point (Parish Office and meeting room).

Chairman: Mr P Jackson

Councillors: Mrs Harper, Mrs Dickinson, Messrs Micklem, Steel (Item 7b onwards) Bell, Greenwood, Blaber, Huggins and Braisby.

Also present

County Councillor John Aldridge (Item 10 onwards)

Borough Councillor Delmas Ashford

Borough Councillor Malcolm Taylor

Essex Police: PCSO Vanessa Hunt and PCSO Karen Garwood.

Mr G Lee and Mr D Howton

Were received from Mrs Slater, Borough Councillor Patient.

There were none.

(a) Mr G Lee referred to the parking problems currently being experienced in Dickeymoors and stated that he had never seen it as bad as it is at the moment. People were not using driveways, and parking was taking place on the grass area with consequent damage. It was suggested that the Parish Council should facilitate a meeting of residents to see if the problem could be improved. PCSO Vannessa Hunt informed that the Police were aware of the problem and that warnings were being given where parking took place at junctions and on pavements. Following warning persistent offenders would be served with fixed penalty notices.

(a) PCSO Karen Garwood reported on three incidents of criminal activity in the area between 18th February 2008 and 17th March 2008.

(b) Borough Councillor Ashford referred to an item which he had raised at CBC relating to adequate funding for schools where the school roll numbers were low. The motion had been supported by CBC and sent on to Government.

(c) Borough Councillor Ashford drew attention to the forthcoming examination of the Chelmsford Town Centre Action Plan, part of which related to flood prevention. Mr Ashford indicated that the plans for flood prevention measures were unclear and he would endeavour to find out the up to date situation and inform the Parish Council.

The Parish Council would also write to the Environment Agency requesting information on the proposals for flood prevention to enable consideration to be given to the effect that such proposals may have to back up water in the River Chelmer and any consequences upon the properties within Great Waltham Parish. Should it be necessary the Parish Council would then try to make a further comment on the Chelmsford Town Centre Area Action Plan.

It was resolved that the Minutes be confirmed and signed.

Resolved : That this report be adopted

Planning Committee 3rd March 2008

Resolved : That this report be adopted

8.2. Progress on refurbishment of Great Waltham Village Hall and to create a Parish Focal Point (Parish Office and meeting room). Floor Plans of Great Waltham Village Hall have been received and further discussions had taken place between the Parish Council and the Great Waltham Village Hall Committee regarding the presentation to be made to the Annual Assembly on 14th April 2008 regarding the Parish Focal Point project. Presentations would be made by Ian Hatton, ECC Regeneration Officer, the Chairman of Great Waltham Village Hall Committee and the Chairman and Clerk of Great Waltham Parish Council

8.3 Stop Stansted Expansion Campaign – Offer to make presentation – the group have offered to come to a Parish Council meeting to make a presentation on the forthcoming battle against BAA’s second runway plans, the application for which is due to be made shortly. See item 8.19 below.

8.4 Parsonage Lane Bridge – Essex County Council have been undertaking enforcement work at Parsonage Lane Bridge. County Councillor Aldridge informs that the Trading standards people have visited at three times as follows:

12.2.08 12.20 – 1.30 -   30 vehicles observed      2 possible breaches

19.2.08 11.30-12.30 -     36 vehicles observed      2 possible breaches

21.2.08 4.00-5.30 - 72 vehicles observed      1 possible breach

The carriers involved included TNT, Argos, DFS, and a ‘coal merchant’ (Mundon?)

The ECC staff reported that the signage at the access points to Parsonage Bridge were "OK".

The surveillance work involves roadside monitoring using a member of Trading Standards Staff and one of their dedicated weight restriction enforcement cars. ECC take details of vehicles that are caught breaching the restriction and contact the DVLA to obtain keeper and taxable weight details. ECC then write to the owner / operator advising them that one of their vehicles has been caught and request details of the driver. The letter makes it clear that a breach of a weight restriction is a criminal offence that could attract a £1000 fine if prosecuted through the court. ECC also write to the driver and issue a similar warning. If the same driver is caught again (anywhere in Essex) ECC will consider prosecution.

If the company is Essex based, ECC will pay them a visit and chat through the issues with them to encourage compliance.

Mr Rowntree a resident of Parsonage Lane is also keeping an eye on offenders and reporting to ECC Trading Standards.

See agenda item 22 regarding proposed signage for Parsonage Bridge.

8.5 Chelmsford Borough Local Development Framework – the independent examination of the Town Centre Area Action Plan will open on Tuesday 22nd April 2008. A programme of the first week of the examination has been received. Also enclosed are the matters and issues identified by the Inspector based on his reading and the main issues set out in the Council’s Regulation 31 statement. Those wishing to be heard to expand on the original representations should notify by 27th March 2008.

8.6 No Parking Restriction Markings, Great Waltham Village – the double yellow lines indicating that parking is restricted have been installed in Main Road and Barrack Lane, Great Waltham in late February 2008.

8.7 Bus Service 52 – Pleshey to Temple Grove. Service 44 operates on Tuesdays and Thursdays only at off peak times serving the Woodhall Estate and North Melbourne in Chelmsford. The service is operated by Stephensons of Essex under contract the County Council. Passenger numbers on this service are very low and the cost per passenger journey currently stands at £11.61 and is therefore currently failing the Essex Road Passenger Transport Strategy subsidy criteria of £5.00 per passenger journey. There are commercial services in the area but Sunrise Avenue and Rutland Road are only served by service 44. Taking into consideration the comments received, a decision has been made to cancel this contract with effect from 6 April 2008. In order to maintain a service in Sunrise Avenue and Rutland Road, service 52 will operate a revised route and timetable with effect from Monday 7 April 2008. This will provide an improved service to Sunrise Avenue, Rutland Road and Woodhall Road with 6 return journeys Monday to Friday and 2 return journeys on Saturday.

8.8 North End Village Design Statement Launch Event 19th April 2008 – Blackchapel – A formal invitation to the event had been received. The clerk asked members to let him know if they would be attending in the next few days. The VDS team were planning two or three short presentations and would like the Parish Council to do a presentation giving an overview of the Parish Council’s use of the existing VDS.

Mrs Dickinson indicated that she would confer with Mrs Slater on this matter. Mr Jackson said that he would be attending and would give the presentation if necessary

8.9 Essex Traffic Monitoring Report 2005 and Appendices – following the meeting with Samir Pandya, Acting Area Highway Manager, Mid Essex information has been received regarding the latest Traffic Monitoring reports and before and after figures for the A130. Before and after counts will also be undertaken for the reclassification of the A130 to the B1008. The information is being circulated to councillors.

8.10 BAA – West Anglia Main Line Rail Enhancements. – the letter reports progress on the rail enhancement proposals which were subject to public consultation in 2007. Since the close of the consultation BAA has carried out and analysis of the responses and developing its strategy and infrastructure schemes for serving a proposed new second runway at Stansted. The findings were:

The majority of respondents were in favour of a broader scheme in the Lea Valley i.e. not just a three track, airport focussed scheme.

There was overwhelming support for improvements at Stansted i.e. the second tunnel and fourth platform.

Concern was registered by residents in the Lea Valley, in particular about the impacts of more tracks and more trains e.g. noise and vibration.

BAA has discussed the results with the Department for Transport and Network Rail. The broader proposals will be designed to meet the growth in population and employment forecast for the rail corridor as well as the increase in passengers from a potential expansion of Stansted airport.

The work on the West Anglia Main Line will be led by DfT and as a result BAA does not intend to promote the three track scheme. Further information is being circulated.

8.11 CBC – Parish Council Planning Meeting/Forum – the next meeting falls on the same evening as the Parish Annual Assembly. It was agreed that apologies would be sent indicating the clash of dates.

8.12 Official Opening of Ford End Playing Field Car Park and Play Equipment – arrangements are in hand for an official opening to take place on Friday 23rd May 2008 during the afternoon. The opening will be performed by the Chairman to Essex County Council Councillor Mrs Elizabeth Hart and will be linked with a visit to the Ford End Primary School.

8.13 Great Leighs Racecourse – Traffic Management – between meetings correspondence has taken place with Essex County Council regarding concerns over the management of traffic for Great Leighs racecourses. The response from ECC agrees that the operation of the former Essex Show at this location gave rise to a large increase in vehicles using the minor roads in the area, such problems are unlikely to re-occur with the opening of the racecourse. Officers of the County Council have worked with the owners of the site over a number of years in an attempt to ensure that traffic related to the site is dealt with in the most appropriate way. To this end the visitor car park for the site is located directly off the new A131 dual carriageway and most of the access gates used as part of the former Essex Show have either been closed off or restricted to official personnel only to reduce access from the local roads. Given the provision of the new A131, the major road network has a much greater capacity to accommodate both visitors to the site and the travelling public without giving rise to the congestion seen at the previous Essex Show's which in turn leads to people seeking alternative routes.

Clearly until the site is in operation it is difficult to fully predict the popularity of events but it is not expected to draw as many people as the former Essex Show. ECC will of course monitor its operation and seek to reduce any rat running that may occur.

A brief discussion took place regarding the possible effect of lighting at the racecourse.

8.14 CBC – Training for Members – Code of Conduct –a training session for Parish Chairmen and Parish Clerks has been arranged for 28th April 2008 at the Civic Centre, Chelmsford. Councillors were aked to let the clerk know if they would be attending by 31st March 2008

8.15 Parish Sports Programme – Easter 2008 – Arrangements have been made for sports for 6 – 14 age range, to take place on Great Waltham Recreation Ground on Tuesday 1st April 2008 AM and Tuesday 8th April 2008 AM. The coaches will deliver 2.5hours multi sports and activity session. All of the primary schools in the Parish have been made aware by a leaflet drop and posters have been displayed. The cost of the event is 2 x £65 = £130 plus VAT.

8.16 Parish Clear Up 15th March 2008 – The clear up took place on Saturday 15th March 2008 and in Great Waltham was well supported by approximately 30 parishioners. All verges, ditches and public open areas were cleared and an 8 cubic yard skip was filled to overflowing with the litter and rubbish collected. Reports from litter pickers indicate that litter was lighter than the previous year apart from one or two well hidden dumping spots. The event was a great success and thanks are due to those litter pickers who took part and to CBC for their support of the project.

8.17 The Draft Joint Municipal Waste Management Strategy for Essex – following an earlier consultation which began in 2002 feedback indicated that the majority view was that the strategy should focus on waste reduction and high levels of recycling and composting. A draft strategy was produced and a further consultation took place in 2005. It was concluded from this consultation that there was broad support for waste reduction, high recycling and the bio-treatment of residual waste. The draft strategy has now been reviewed to reflect the latest key targets, objectives and technology for Essex and additionally takes into account the most recent national strategies. A further opportunity to comment on the draft strategy has now been given before final adoption by District and Borough Councils in Essex. ECC are particularly keen to hear the views of Parish Councils. A CD of the draft strategy is available.

Mr Huggins undertook to peruse the documents and prepare comments for the next meeting.

8.18 ECC – Essex Network Saver Ticket – ECC propose to introduce this ticketing scheme under the provisions of Section 135-138 of the Transport Act 2000 on 1st July 2008.The Network Saver Ticket allows users unlimited same day travel on every registered local bus service within the administrative boundary of ECC and also in neighbouring counties. Tickets will be available Monday to Saturday and will cost £8 per person. Full conditions of issue are available. Any comments on the scheme are welcomed. The closing date for comment is 25th March 2008.The information would be circulated. It was agreed that the time allowed for comment was very short and that comment would be made.

8.19 Uttlesford District Council/BAA Stansted – Planning Application for Second Runway and associated works. –BAA Stansted have submitted four planning applications for the second runway at Stansted Airport and associated works. The closing date for comments is 26th June 2008. BAA Stansted have sent a CD of the application and an accompanying booklet.

Following discussion it was agreed that the application would be dealt with as follows:

The information relating to the website where the information was available would be sent to Parish Councillors.

Mr Blaber would look at the documentation received and summarise it for comments.

An announcement would be made at the Annual Assembly to indicate that the plans had been received and to endeavour to gauge whether there was sufficient interest for a Public Meeting to be called.

To arrange a Public Meeting if it was determined that there was sufficient interest – Need to decide whether BAA and Stop Stansted Expansion should be invited to address a Public Meeting.

Comments of the Parish Council to be prepared at the next Planning Committee meeting following the Public Meeting.

CBC are trying to identify persons within the community who are classified as vulnerable in so far as they would need help in the event of evacuation of the area. CBC have access to Social Services but it is felt that local knowledge is likely to be a more valuable source of information. CBC ask that publicity be given to this locally and that local parish emergency teams attempt to compile and maintain a list of vulnerable people to be kept in the confidential section of the local Community Emergency Plan. CBC have set up an internet registration form to allow people to register on line. Information is also being collected regarding local care homes. A sheet indicating rest centres identified in the Parish has been sent for review. CBC are also calling for an update on the preparation of a local Community Emergency Plan and offer of help is made if required. A newsletter is being prepared and if the Parish Council has any input this would be appreciated. Visits to the emergency centre for can be arranged for the Parish Council or community Groups.

It was agreed that a meeting of the Parish Council Emergency Planning Committee would be held, to consider the local Community Emergency Plan.

Mr Micklem, Mr Braisby and the clerk would attend as representatives of the Parish Council.

Mr Huggins initiated a discussion to consider the purchase of a vehicle activated sign to be sited in speed restricted areas around the Parish. Mr Huggins indicated that the device would cost in the region of £2,500. It was adjustable (in terms of speed), portable (could be used in various areas of the Parish) and battery operated (information regarding frequency of battery change would be sought).

It was generally felt that the sign may well be an advantage to the Parish and may help in the campaign to seek a speed restriction between Ash Tree Corner and Great Waltham village (through Minnow End). Information on how useful the devices had proved in use would be sought from other parishes. Barnston, Writtle and Rettendon were known to have such devices. Information would also be sought on hire availability and cost for the hire.

A letter would also be sent to the ECC Mid Essex Highways Manager to find out what the current position was regarding the introduction of a speed restriction at Minnow End, Great Waltham in view of the comments which he made at the meeting of 11th February 2008.

Mr Micklem indicated that he had perused the documents and felt that they were quite confusing and lengthy. It was suggested that a comment be made to the effect that more than one application form should be produced dependent upon the various aspects of the planning proposal. It seemed that the extensive range of supporting information that was required would make one application form unnecessarily complicated.

It was agreed that these comments be adopted as those of the Parish Council and notified to ECC.

The clerk reported that all Parish Organisations had been invited to attend the Annual Assembly. Councillors were reminded that the Annual Report was in the final stages of preparation and hopefully would be printed and delivered to councillors by Thursday 27th March 2008 for delivery to every household in the Parish.

Comments prepared by Mr Braisby had been circulated to councillors. Mr Braisby presented the comments for adoption. It was agreed that the comments prepared by Mr Braisby be confirmed and adopted by the Parish Council. Mr Braisby was thanked for perusing the documentation and preparing the comments.

Mr Micklem referred to the recent impressive photographic archives, owned by Mr Tim Gillies, and which had been displayed at the unveiling of the Fire Station Plaque event. Mr Gillies and Mr Micklem had discussed the future of this archive. It was agreed to write to Mr Gillies to indicate that the Parish Council were prepared to take on the responsibility for this photographic archive should there be an opportunity for this to happen.

Further discussion took place regarding old Minutes which were held in loose leaf systems and not stored electronically. It was agreed that a costing should be obtained for binding the minutes and then arranging for them to be stored at the Essex Records Office.

Mr Jackson reported that he had received a request for a hard surface path around Great Waltham Playing Field to allow children to learn to cycle away from the busy roads. Mrs Harper also suggested that such a path would be useful to gain access to the children’s play area with pushchairs. Concern was expressed that the joint use by pedestrians and cycles could be dangerous. It was agreed that the matter would be referred to the Recreation Committee to allow further discussion to take place.

The Clerk pointed out that the Byelaws relating to Recreation Grounds may well need to be changed to accommodate cycles being permitted to use the area.

Information regarding the proposed changes in airspace (take off and landing routes for Stansted Airport) had been circulated to councillors between meetings. It was considered that there was little change as far as Great Waltham Parish was concerned, in fact it was felt that there may be some slight improvement.

It was agreed that no comments were required to be made.

Mrs Harper declared an interest.

Mr Jackson indicated that he had received a complaint regarding parking problems at Dickeymoors, Great Waltham, which had been supported by the comments made at the public open session. The matter was discussed and it was agreed that the Parish Council would send a letter to every house in Dickeymoors appealing to the residents to park responsibly and considerately using driveways where possible and avoiding parking on grassed areas, resulting in damage and erosion and unsightliness of the area.

Following the letter the situation would be monitored and further action taken as felt necessary if the situation did not improve.

It was also agreed to make enquiries regarding the ownership of the grassed area and the car parking area.

17. To consider the Essex County Council consultation of the Chelmsford North East Bypass – Junction proposals (closing date for comment 18th April 2008)

The clerk reported on his attendance at a public exhibition held at Little Waltham Memorial Hall. Other councillors had also seen the exhibition. The exhibition concerned mainly the junctions at either end of the Chelmsford North East Bypass (Route D) – at Boreham Interchange at Great Leighs (Deres Junction).

Whilst the consultation may not directly affect Great Waltham Parish there are two schemes proposed for the Deres junction. The Deres At-Grade Option costs £7m, whilst the Deres Grade separated Option costs £40m. The latter also involves a roundabout at Chatham Green which permits access to the A131 at this point – a possible opportunity to ‘rat run’ to the west of Chelmsford.

Park and Ride was mentioned at the exhibition somewhere on the Essex Regiment Way but will be the subject of further study. The clerk expressed an opinion is that the Park and Ride should be sited at the roundabout at the junction of the A130 (B1008) and the A131 at Sheepcotes Wood. Here it would allow two bus services to be operated – one via the Essex Regiment Way and Chelmer Valley Route quickly into Chelmsford. The other along Broomfield Road via Broomfield Hospital and into Chelmsford – This would be a slower route but would to a certain extent overcome the parking issues at Broomfield Hospital.

It was agreed that councillors had the opportunity to complete the questionnaire as individuals but it was felt that the Parish Council should also submit a collective comment on the proposals. It was agreed to allow councillors to put forward views on the proposal before 31st March 2008 at which time the clerk would collate the comments and submit a Parish Council response. This response would be ratified at the monthly meeting to be held on 21st April 2008.

Mr Blaber undertook to peruse the documents and prepare comments for the next meeting.

Between meetings correspondence had taken place with ECC regarding the wording ‘Bus Stop’ painted in yellow in a box on the highway at the bus stop at the lower end of Great Waltham (Church End) travelling northwards. Enquiries revealed that the works had been instigated by Essex County Council Passenger Transport Section following a report that the bus stop flag at this location was reported as broken. As works were being carried out at that stop the opportunity was taken to upgrade the stop towards the Essex County Council Passenger Transport sections current specification for bus stops. It was the aim of Passenger Transport to ensure all stops had bus stop clearway markings, in addition stops should have kerbing and a hard standing behind the kerbing for passengers to board & alight from busses. ECC indicated that it should be noted that the stop has still only been partially upgraded. Further upgrades to the stops in Great Waltham will be determined by Passenger Transport but were unlikely to be in the near future.

Following discussion it was agreed that a letter should be written to ECC pointing out that although the markings had been put in place the reported damaged bus stop flag had not been replaced. Furthermore some two years ago a request was made for the northbound bus stop in Howe Street – close to the garage – to have a hard standing provided rather than let passengers board and alight directly onto the roadway. No works had been carried out on this.

The markings on the highway were felt to be totally unnecessary and urban in nature. It would be suggested that the Passenger Transport section devise one specification for urban bus stops, where vehicle parking may require a clearway and another for rural bus stops to avoid unnecessary and wasteful expenditure in providing highway markings to the detriment of the rural street-scene. The budget set aside for rural markings would be far better spent on reinstating dilapidated ‘give way’ and ‘slow’ markings and indistinguishable white lining provided to warn drivers when approaching hazards. If the funds for markings were in a different budget then it would be suggested that part of the budget set aside for rural areas in the Passenger Transport budget be transferred for better uses in the Highway maintenance budget.

The Parish Council trusts that no further ‘bus stop’ highway markings will take place in Great Waltham Parish in the foreseeable future and that the necessary expenditure on bus stop flag at Great Waltham and provision of hard standing at Howe Street Garage be attended to without further delay.

Mr Bell indicated that the cost of a carved header board for the top of the new notice board (currently under manufacture) with the Parish Council’s name would be £170.

The Parish Council did not give approval for this to be done and asked Mr Bell to seek alternative ways in which this might be achieved.

The clerk reported that the schedule for the Saturday Standout collections had been received for the remainder of 2008. Upon receipt it was apparent that the service had changed. The normal refuse collection vehicle (refuse freighter) would no longer be deployed. In its place would be a vehicle which will allow the collection of recyclable goods. A poster sent with the new schedule indicated that the Saturday standout collection has been made greener by accepting all recyclable items and large items such as - Furniture, Fridge freezers, TV’s and computer screens, Plastic Bottles, Glass jars and bottles, Food and drink cans and tins, Paper, Cardboard, Textiles. The same poster also indicated that the Saturday Standout would not accept bagged waste or garden waste. The clerk had spoken to the Recycling Department and the opinion was expressed that a washing machine or electrical white goods would be accepted. However the position regarding other items in the following list was unclear, but doubtful. e.g. Wooden Posts/Tree cuttings/Old Fence Panels Scaffold Poles/Windows/Doors UPVC Goods/ Trees, Sheet Glass, Large Children’s Garden Toys (e.g. swings, sandpits, slides, trampolines), plastic garden furniture, Carpets/floorcoverings., Bricks, Corrugated sheeting plastic or metal, felt roof covering. This list is not exhaustive.

Traditionally the stand out service has been very well used by parishioners to dispose of large/bulky items of refuse that would not fit into the normal weekly collections (black and brown bins). CBC already provide an excellent fortnightly/monthly (cardboard) service collecting recyclable materials (apart from the larger bulky items).

The Parish Council whilst welcoming any initiative to extend the recycling service felt that little use would be made of a Saturday service. The Parish Council object most strongly to the withdrawal of the manned refuse vehicle (freighter) which allowed parishioners to dispose of the large/bulky items. It was felt that by withdrawing the service there would be a great increase in the amount of rubbish dumped in all manner of places especially the well known dumping areas in and around the Parish.

It was agreed that a most strongly worded letter should be sent to Chelmsford Borough Council in this respect. Until the situation had been clarified it was agreed that the posters and dates would not be advertised..

ECC had sent proposals for new signing to be provided to give advance warning the weight restriction at Parsonage Bridge and the plans and sign designs were displayed at the meeting. The Parish Council had been asked to provide their comments on the scheme following which ECC would arrange for the works to be carried out as soon as funding became available in the new financial year.

Consideration was given to the proposals and it was agreed:

(a) The wording on the signs should relate to ‘Weak Bridge’ rather than weight restriction which was depicted within the roundel to be displayed on each sign.

(b) That there should be an additional S5 design sign on the north eastern approach to the bridge at 200yards approx.

(c) That there should either be a changed layout of sign design S8 or an additional sign S1 with the wording ‘For Howe Street use B1008 and Main Road’ to be located at Little Waltham by-pass on the north eastern approach to Chatham Hall Lane.

It was agreed that Mr Huggins would arrange to redraft the signs using the corrected wording and roundels and then a public consultation would take place with Howe Street residents.

Changes in the Parish Council Minutes are required as a result of the internal audit examination:

(a) Minutes 15th January 2007 - Item 12 Confirmation of Cheques – the entry £342.72 Grounds Maintenance December 2006 has been duplicated.

(b) Minutes 21st January 2008 – Item 26 An item is recorded in the Minutes of £88.13 Moss treatment on safety surfaces at Children’s play areas. Payment was not made this should be deleted.

(c) Minutes 21st January 2008 – Item 26 Clerks Salary and Administrative Expenses recorded as £501.89. This should be amended to £569.72 to agree with the cheque drawn.

It was agreed that the changes be made and a signature placed against the alterations.

Cheques were drawn and signed by two members as follows:

£150.00 Allotment Rent

£ 342.71 Grounds Maintenance – February 2008

£ 71.00 Hire of Ford End Village Hall 2007/8

£120.52 Tools for Handyman

£127.65 Grass cutting, Banbury Square year ending 31st March 2008

£693.25 Trailer for Handyman

£169.70 Caretaking and Materials at Changing Rooms and Children’s Play Area

£516.00 Hire of Great Waltham Village Hall 2007/8

£ 88.13 Moss treatment to Play Area Safety Surfaces

£ 55.14 Stationery

£1034.00 Preparation of Floor Plans of Great Waltham Village Hall

£ 24.95 Presentation Tankard.

£328.99 Exhibition Display Screens

£1660.45 PAYE and NIC Deductions less electronic incentive grant.

£286.72 Handyman’s wages, mileage and expenses

£479.49 Clerk’s salary and administration expenses.