Chairman: Mr P Jackson

Councillors: Mrs Harper (from item 7b), Mrs Slater, Messrs Micklem, Bell, Greenwood, Blaber and Braisby.

Also present

County Councillor John Aldridge

Essex Police: PCSO Vanessa Hunt and PCSO Charlene Jefferis

Mr Graeme Chalk

2. Apologies for Absence
Were received from Mrs Dickinson, Mr Steel, Borough Councillor Taylor, Borough Councillor Ashford and Borough Councillor Patient.

3. Declarations of interests (existence and nature) with regard to items on the agenda.
Mr Jackson declared an interest in item 19.

4. Public Participation session with respect to items on the agenda.
There was none.

5. Public Open Session – for any other items
PCSO Vanessa Hunt reported upon the incidents which had occurred in Great Waltham Parish since the last meeting and reported that the Police had enjoyed participating in the Pancake race event. A letter had been distributed in the Great Waltham area by the Police regarding the thefts occurring at Walthambury Stores and calling for vigilance by shop users.

It was agreed that Police contacts would be included as part of the Parish Council’s Annual Report.

6. Confirmation of the Minutes of the Monthly Meeting held on 21^st January 2008.
It was resolved that the Minutes be confirmed and signed.

Resolved: That this report be adopted

Resolved: That this report be adopted

Resolved: That this report be adopted

8.2 Signing a corner in Pleshey Road, Great Waltham following several accidents occurring at this point. (Agenda Item 19 – 16^th July 2007 – the signs have been erected.

8.3 Declassification of the A130 – News reached the Parish Council on 24^th January 2008 that the Department for Transport had agreed the application to reclassify the A130 between Chatham Green and Great Dunmow to the B1008. Information is now being sought regarding the timescale for the changes to be effected.

8.4. Progress on refurbishment of Great Waltham Village Hall and to create a Parish Focus Point (Parish Office and meeting room). An order has been placed with Ingleton Wood to carry out a survey of Great Waltham Village Hall and prepare a plan. This should take place week commencing 12^th February 2008.

8.5. Appletrees Corner – Traffic Problems – signs have been made by the handyman and placed in position. Essex County Council is in communication with Miss Hayzer regarding ways in which improvements can be made. The Parish Council has been copied in to the correspondence. Information has now been received about the recorded accident record in the Appletrees Corner area and Mr Ray Cason, Essex County Council Highways states that judging by the accident records the chances of getting a roundabout at this location look very slim.

8.6. North End Village Design Statement (Item 10 21^st January 2008 meeting) – on the point requiring clarification on 4^th December 2007 the CBC Cabinet resolved that:

(a) The North End VDS be approved as interim planning guidance, subject to the completion of all required amendments listed in appendix 3 to the report to the meeting, and

(b) the Director of Planning and Building Control Services, in consultation with the Cabinet Member for Planning and Building Control, be authorised to secure detailed corrections to the statement prior to publication.

8.7 Service for Local Government – Chelmsford Cathedral 17^th April 2008 – Councillor Gerald McEwen, Chairman of Essex County Council invites representatives from the Parish Council to attend the Annual Civic Service at Chelmsford Cathedral on Thursday 17^th April at 7.30pm.

8.8 Road Closure – ECC inform that Breeds Road will be closed on 25^th February 2008 for three days between 9.30am and 3.30pm to allow the installation of overhead cabling. The exact area is a point 150m east of the junction with Humphreys Farm Lane and a point 200m east of that junction. Alternative routes will be signposted.

8.9 Community Speedwatch - A speed check was carried out between 9.20am and 10.45am on Wednesday 30th January 2008 on Main Road, Ford End, 18 vehicles were measured exceeding the 30 mph speed limit. Their details have been sent to the police.

8.10 The Queen’s Golden Jubilee 2002 – Use of surplus Jubilee Funds - the members of the former Jubilee Committee have been consulted regarding the use of the surplus funds and have reached a concensus of agreement to hand over the funds to the Parish Council for the purchase of items which would be centrally stored and managed by the PC and made available to all Parish organisations on a loan basis. The members of the Jubilee Committee did ask that it be publicised that such equipment is available to all Parish organisations, and suggested a notice in the Parish press suitable acknowledging the Jubilee Committee’s contribution. Three items were suggested

A contribution to the Public Address System

Bunting for events – this had already been purchased for the Pancake Races

Other similar items such as a set of display boards

The purchase of items as listed is presented elsewhere on this agenda.

8.11 CBC – Site Allocations –Issues and Options Consultation Document – an acknowledgement of the comments made by the Parish Council has been received.

8.12 CBC – North Chelmsford Area Action Plan –Issues and Options Consultation Document – an acknowledgement of the comments made by the Parish Council has been received.

8.13 Audit Commission – Appointment of External Auditor – the letter informs that Alun Williams of the Audit Commissions Limited Assurance Specialist Unit has been appointed as external auditor to Great Waltham Parish Council for a five year period commencing with the 2007/8 accounts. The commission also proposes to appoint a panel of its own officers that can be the external auditor to Great Waltham Parish Council in the event that Alun Williams is not able to continue with the appointment, or to assist with, or act solely on, additional work where necessary. If the Parish Council wished to make any comment on this arrangement then it can do so by 29^th February 2008. It was agreed no comment was necessary.

8.14 Banbury Square – address – Mr P Sauven the owner of Badynhams, Banbury Square, Great Waltham is trying to get his address recognised as Banbury Square rather than ‘the road’ or ‘the village’ which Mr Sauven claims is grossly misleading for anyone trying to find the house, including the emergency services. This may require a change of post code. Mr Sauven has written to CBC for consideration of his request.

8.15 Concordat Signing, House of Lords. on 13^th February 2008 the Chairman and the clerk, along with representatives from almost all of the 43 Quality Parish Councils in Essex witnessed the signing of the concordat between Essex County Council and Essex Parish and Town Councils. The Concordat is a written statement confirming the partnership arrangements between the two tiers of local government in Essex. Lord Hanningfield spoke of new funds which would be made available in support of the partnership. It will be for Parish Council’s to become involved with the availability of funds to carry out projects for the benefit of local communties.

8.16 Partnership working with Aon Limited – EALC have announced that Aon Limited will be working with EALC to deliver additional training for Parish Councils and in addition EALC member councils will qualify for 15% discount on their insurance premiums. For Great Waltham this could mean a discount of in the region of £350. Details of how to claim this discount will be made available in due course.

8.17 CBC – Local Development Framework – Notice of the proposal to adopt the Core Strategy and Development Control Policies Development Plan Documents. – Following the publication of the Inspector’s report on 11^th February 2008 which finds the Core Strategy to be ‘sound’ CBC propose that the document be adopted in accordance with the legislative requirements at a full meeting of the Council to be held on 20^th February 2008. The core strategy forms part of the Local Development Framework for Chelmsford Borough and sets out the vision, objectives, spatial strategy and overarching policies to guide development in the Borough to 2021. It also sets out the policies against which all planning applications will be assessed.

8.18 CBC – Proposed Property Name – Land Between Brook House and Little Dene, Main Road, Ford End. – Notification has been received that it is intended to name a new property on the site as Bridge Cottage.

8.19 EDF Energy Networks – Breaks in Supply at Ford End – investigations into the power cuts suffered at Ford End have revealed that they have been caused by unrelated incidents. The power cut on Christmas morning was caused by an overhead line which had come adrift in the Dunmow area. Whilst EDF indicate that they cannot guarantee an uninterrupted power supply in the future because faults can occur for a number of reasons beyond their control they will strive to give all customers a reliable supply of electricity. EDF have a rolling programme of tree trimming to maintain adequate clearance from the overhead lines and regular patrols are undertaken to identify and remove any potential problems on the network. In view of the problems in Ford End this will be monitored closely.

A copy of the letter will be displayed on Ford End Notice Board.

8.20 Essex County Council- Introduction of 1APP and Local Validation Checklists – requirements for Supporting Information Submitted with applications for Planning Permission – Under new Government Legislation ECC will be required to introduce the use of a National Standard Planning Application Form from April 2008. New rules will also be introduced for the validation of planning applications. From 6^th April 2008 for an application to be valid, specific details categorised within a local list will be required to be submitted with the new standard application form to render an application valid. This will be known as a validation checklist. Copies of the Validation Checklists it is proposed to introduce have been received and the Parish Council has until 27th March 2008 to comment upon these forms.

Mr Micklem undertook to peruse the documents and prepare comments for adoption at the next meeting.

8.21 Unveiling of the Fire Station Plaque – took place on Saturday 16^th February 2008, carried out by two former fire service members Mr Len Blows and Mr Dudley Spurgeon. The event was well supported by the community, Essex Fire and Rescue Service and Mr and Mrs Gillies who organised the exhibition of old photographs of the village at the Great Waltham Village Hall. Letters of thanks have been sent to those involved. The event was acclaimed as a success and the clerk was thanked for organising it.

8.22 Meeting with Samir Pandya, Mid Essex Area Highways Manager, 11^th February 2008 – Samir Pandya attended with Ray Cason and Louise Lockwood, the contacts for Great Waltham area. County Councillor John Aldridge was in attendance with five councillors. Samir Pandya had prepared background paperwork on the work of ECC Highways. This will be circulated to councillors. Various local problems were raised and ECC representatives took note of some of them and would respond. The list of proposed traffic schemes sent to ECC Highways will need to be reviewed on again to produce one list in priority order rather than a list with six sub categories each with its own priority order. The clerk would deal with this matter by email.

Samir Pandya did not give the meeting any great hopes for any of the works to be done with the exception of Bury Lane Ford which would be dealt with in the year 2008/9.

It was felt that the meeting provided a useful liaison with ECC Highways and may give a better understanding of why matters raised to not get dealt with as quickly as the Parish Council would wish.

9. To consider the future of the cobbled area between Walthambury Stores and the Beehive Public House – site used to view the Parish Council Notice Board.
The clerk reported that Mrs Micklem was prepared to transfer of the land from Langleys Estate to Great Waltham Parish Council, provided that the Parish Council was prepared to meet the legal costs of the transfer. No transfer fee was required. An estimate of the legal fees involved was £275. Mr David Chapman, solicitor, had agreed to undertake the transfer on behalf of the Parish Council without charge. Land registration fees would be £40.

The transfer of the land was agreed in principle. It was agreed that before proceeding further an overall costing would be obtained including the legal and land registration costs and the repair of the cobbled area and return it to a good surface. Additionally to provide bollards/cycle parking facilities to prevent encroachment on to the area by vehicles.

It was noted that within the 2008/9 budget there was an amount of £1,500 in the Capital Works Account in respect of this project.

10. Arrangements for Parish Clear Up 15^th March 2008
The clerk reported on the arrangements for the Clear Up and distributed publicity posters for display. Mrs Slater indicated that the Clear Up in North End would take place on the first Saturday in April.

11. Arrangements for Annual Assembly 14^th April 2008
The clerk reminded the Parish Council that this item had been held over from the last meeting to allow time for some thought to be given to a theme for the event. It was agreed that the refurbishment of Great Waltham Village Hall and the creation of a Parish Focus point would be the subject for discussion. Mr Ian Hatton, Essex County Council Regeneration Officer would be asked to give a presentation at the event.

12. To consider and comment upon the Essex School Organisation Plan 2007-2012.
The clerk indicated that the Parish Council had made comments in September 2007 and that the document now available was the completed Plan produced after the comments made had been considered. Therefore no further comment was required at this time.

13. Refurbishment/replacement of the Howe Street Notice Board.
The clerk reported that he had obtained a quotation for £250 for the refurbishment of the board. Mr Bell reported that he had obtained a quotation for £260 for the replacement of the board. There would be additional costs associated with the final treatment of the board, the header board indicating ‘Great Waltham Parish Council’ and the erection of the board in position. It was felt that the erection of the board could be carried out by the handymen with some help from Mr Bell.

It was agreed that the notice board would be replaced.

14. To ratify comments prepared by Mrs Dickinson on the CBC consultation regarding documents required for valid planning applications (Closing date for comments 31^st January 2008)
The comments prepared by Mrs Dickinson had been circulated to councillors. The comments had already been made to CBC. The comments were ratified by the Parish Council.

15. To ratify comments prepared by Mr Jackson on the Consultation document - Orders and Regulations relating to the Conduct of local authority members in England (closing date for comment 10^th February 2008)
The comments prepared by Mr Jackson had been circulated to councillors. The comments had already been made to ACDPC’s. The comments were ratified by the Parish Council.

16. To consider the siting of the manned refuse service facility.
Mr Bell referred to the service provided at Great Waltham Recreation Ground Car Park. The service had been provided on nine occasions in 2007. Mr Bell suggested that the Recreation Ground Car Park was not a suitable place for the facility to be provided. It was very narrow and the access and exit were not entirely without danger.

Mr Bell suggested that a lay-by on Hatchfields would be a better stopping place and additionally asked for consideration to be given to a stopping point at the junction of Mashbury Road and Barrack Lane.

It was agreed that subject to the CBC continuing the service at the same level that arrangements be made by Mr Bell and the Clerk for the schedule to be agreed with CBC. Publicity would also be given regarding what items could be placed in the manned refuse service.

17. To confirm the reviewed Health and Safety Policy Statement – to be signed by the Chairman.
The Health and Safety Policy Statement which had been reviewed by the Finance and General Purposes Committee on 28^th January 2007 was signed by the Chairman.

The Parish Council agreed to the use of the funds for this purpose. The clerk would make it known to Parish Organisations that these items were available for community use. The notification would also acknowledge that the item were provided using surplus funds from the Queens Jubilee 2002.

19. To consider an application for an allotment shed to be erected on Brookmead Allotment.
The clerk presented a proposal for a shed to be erected at Brookmead Allotment. The proposal fell within the rules laid down by the Parish Council relating to sheds. It was agreed that the erection of the shed be permitted.

The clerk reported that he was prepared to complete the paperwork to enter Great Waltham Village into the Competition. There were no volunteers to complete paperwork to enter other villages or for new judges for the competition.

21.To consider the fitment of a towbar to the handyman’s van and purchase of a trailer to allow a large mower (already in the Parish Council’s possession) to be transported to site.
The clerk reported that in order to make use of the large, self propelled Honda Mower, provided by grant funding some years ago a trailer would be required to transport the mower behind the handymans’s van. The likely costs of the project was £750 and £600 had been allowed for in the 2008/9 budget by the Finance and General Purposes Committee.

It was agreed to proceed with the purchase of an Ifor Williams trailer at a cost of £590 plus VAT and a grant would be made to the handyman to have a tow bar suitable to tow the trailer affixed to his van.

22. Confirmation of Cheques
Cheques were drawn and signed by two members as follows:

£222.08 Advance payment for Public Address System.

£ 58.60 Document Scanner

£342.71 Grounds Maintenance January 2008

£104.58 Vacuum Cleaner for changing rooms

£ 20.00 Repairs to play-tower at Great Waltham Recreation Ground.

£ 15.92 Hazard Tape and Material to paint out graffiti on play equipment

£105.74 Hosting Fee for Website

£299.76 Handyman’s wages, mileage and expenses

£602.74 Clerk’s salary and administration expenses.

(a) Parish Archives (Mr Micklem)