ASHINGDON PARISH COUNCIL Clerk to the Council: Mrs Kelly Holland Tel: 01702 441493 33 Rowan Way Email: ashingdonparishcouncil@essexinfo.net Canewdon Essex SS4 3PD Minutes of the Parish Council Meeting held at Ashingdon and East Hawkwell Memorial Hall on Monday 7 th March 2011 at 7.30pm. Present: Chairman Cllr. D. Constable Vice Chairman Cllr. C. Turner Councillors Cllr. L. Brand Cllr. R. Clark Cllr. N. Drayton-Thomas Cllr. G. Dryhurst Cllr. T. Flowers Cllr. S. Gunn Cllr. A. Powell Cllr. R. Prestige Cllr. P. Shaw Officers Members of press and public Kelly Holland, Parish Clerk Three 10/161 APOLOGIES FOR ABSENCE None. 10/162 MINUTES OF THE LAST MEETING pending the amendment of minute 10/143 to Oakfield Road, the minutes of the Parish Council meeting held on 7 th February 2011 be approved as a correct record and signed by the Chairman, D. Constable. 10/163 CLERK S PROGRESS REPORT 10/132 The quote to insure Ashingdon Pavilion Toilets would be 921.69, however the quote is based on brief amount of information, the premium could rise once the policy has been processed. 10/143 - Essex County Council have advised that they removed the tree at the corner Canewdon View Road as a resident had complained that it interfered with the overhead cables. The tree has subsequently been destroyed. 10/149 the Parish Council may need additional insurance cover for the extra stalls that may be included with the re-enactment of the Battle of Ashingdon. Once the stalls have been decided the Clerk will contact the insurer for advice. 10/148 The Parish Council insurance provider confirmed that in order to be covered for the temporary BMX track, a professional contractor would have to install the earth, the youth could not create the track themselves. 10/154 - The Clerk along with Councillors Constable and Prestige will meet with the 3 skate park companies on Tuesday 15 th March. 10/164 DECLARATION OF INTERESTS None. 10/165 PUBLIC PARTICIPATION SESSION A member of the public advised that he had received a leaflet entitled Save our green spaces which called for support to restrict planning in the area and made reference to the District Council s plan following the revocation of the East of England plan. The Clerk advised that the District Council had set a maximum target of 3800 dwellings where the East of England plan specified a minimum target of 4750. The timescale had also been extended from 2026 to 2031.
10/166 FINANCE Members received that schedule of payments for approval. The bank reconciliation figures for January 2011 were received. the following payments/cheques be approved for payment and signed; Mrs K Holland (Clerk) 301527 771.76 Mr C Proctor (Litter Picker) 301528 245.90 HMRC 301529 351.23 Essex Pension Fund 301530 22.70 Acumen Wages 301531 21.00 A & J Lighting Contractors 301532 1045.74 Manchett Facilities 301533 208.41 Neopost 301534 60.15 EALC 301535 20.00 Essex Wildlife Trust 301536 40.00 Reads of Sutton Ltd 301537 225.00 Prestige & Nesbit 301538 33.20 Mr R J Prestige 301539 36.02 The Massive Project 301540 1000.00 the bank reconciliation figures for January 2011 be approved and accepted. 10/167 PLANNING A list of applications received and determined during February was received. Cllr. N. Drayton- Thomas and Cllr. G. Dryhurst queried the constitution of the planning committee and wanted clarification of the when decision was passed to allow the Clerk in consultation with Cllr. C. Turner to comment on planning applications. Cllr. G. Dryhurst offered to look into the archives to find the relevant resolution. the list of applications received and determined during February be noted; Cllr. G. Dryhurst look for the relevant minute number at the Essex Records Office regarding the constitution of the planning committee. 10/168 CONSULTATIONS Essex County Council requested comments regarding proposed changes to the library service. The Clerk informed that confirmation had been received from the County Council that the mobile library provision was unaffected although the timetable may be subject to change. Members reviewed the Local List Supplementary planning document presented by the District Council which detailed the buildings and items of street furniture within the district which are considered to be of local historical or architectural importance. A brief discussion ensued as to whether submissions should be made. as there are no changes are proposed to the library services within the community, the Parish Council have no comments to make; a request be put to Rochford District Council to include Ashingdon and South Fambridge village signs within the Local List Supplementary planning document;
the District Council be informed that the windows in Rectory Farm House are timber double glazed and not plastic as stated in the document. 10/169 2011 ESSEX VILLAGE OF THE YEAR AND BEST KEPT VILLAGE COMPETITIONS The Parish Council had entered these competitions in the past but had not entered recently as improvements were being made within the parish. the Parish Council enter the Essex village of the year and best kept village competitions. 10/170 PARISH COUNCIL WEBSITE A request had been received from a historian to use the information published on the website regarding unexploded V1 aircraft. permission be granted to the historian to use the information published on the website regarding unexploded V1 aircraft, provided the information is attributed to the Parish Council. 10/171 KING GEORGES PLAYING FIELD Further to the Clerks progress report earlier in the meeting, members considered the insurance premium for Ashingdon Pavilion toilets. The Clerk advised that she was awaiting Rochford District Council to ascertain whether an apportionment of their premium could be paid. Funding of 5171.00 from the Community Initiatives Fund (CIF) had been secured for a basketgoal to be sited in front of the container in King George s field; revised quotations for the equipment were considered. Permission for the basketgoal had been received from the District Council on the proviso that the Parish Council are responsible for its maintenance. A brief discussion followed regarding inspecting the Parish Council s play equipment As explained in the Clerks progress report, the Parish Council insurer would only insure the installation of a temporary BMX track made of earth, if it was installed by an approved, professional contractor. Playdale Playground Ltd be instructed to fabricate and install the basketgoal at a cost of 5171.00; the Clerk instruct Playdale Playground Ltd to carry out an inspection of the basketgoal and teen shelter after one year, at a cost of 195.00; the Parish Council take no further action regarding the installation of a temporary BMX track. 10/172 VINCENT ROAD Mouchel, the appointed agent of Essex County Council for queries relating to the Highways Records Service, have confirmed that the road is considered to be private. There are no public rights of way recorded on the Definitive Map. Cllr. S. Gunn advised that Mary Morris of the County Council confirmed that in order for the gate to be removed, a public right of way claim would need to be made. Members were unsure of how many witness statements were needed and how long the walkers need to have used the road. Clarification was needed as to whether the Parish Council could ask the landowner to remove the gate whilst the claim is being considered. the Clerk contact Mary Morris at Essex County Council to ascertain the procedure and evidence needed to progress the claim. 10/173 RE-ENACTMENT OF THE BATTLE OF ASHINGDON As the East Kent Historical Organisation were providing a medieval village, it was felt that a fete would not be necessary. Members discussed ideas for stalls and catering along with the public conveniences. the Clerk contact Rochford District Council for:
(i) (ii) information regarding caterers accredited to the Nationwide Caterers Association for details on providers of hog roasts; the Clerk request the toilets be opened and monitored during the event. (d) the working party contact local organisations to see if they would like to provisionally book a stall; the working party provisionally book St John s Ambulance; the Clerk enquire whether the litter picker would consider working on the day of the event. 10/174 TREE AT THE CORNER OF CANEWDON VIEW ROAD Cllr. R. Prestige left the meeting, 9.00pm Following the removal of the tree by Essex County Council due to the overhead power cables, members considered replacing the tree. Cllr. R. Prestige returned to the meeting, 9.05pm the Clerk consult the owner of the bungalow where the original tree was sited to see if there are any objections to a new tree be installed; Cllr. N. Drayton-Thomas forward suggestions of suitable tree to be sited in that location; the Clerk write to the highways authority requesting they replace the tree with one of the recommendations provided. 10/175 ANNUAL PARISH MEETING As elections will be held on 5 th May 2011, the Annual Parish meeting cannot be held between 28 th March 2011 and 5 th May 2011. An alternative date would need to be set. the Annual Parish Meeting would be held on 9 th May 2011 at 7.30pm. 10/176 DIGITAL SWITCHOVER Information was received regarding the digital switchover and members considered ways to publicise the switchover. the Clerk put notices on the notice boards as well as local shops within the parish. 10/177 BIKE TAGGING Rochford Neighbourhood Watch offer electronic bike tagging to the local youth. The tagging is free of charge to the youths, but would require publicity. the event take place on the same day as the re-enactment and the tagging be publicised in the Parish Council newsletter. 10/178 ASHINGDON TEEN CAFÉ In December of 2009, the Parish Council granted 500 to the teen café to purchase equipment. The grant money was spent on a pool table, air hockey table, table football and a Nintendo Wii console. The console was donated to the Massive Project but the other equipment was stored at Ashingdon School. The original organiser of the café asked whether the Parish Council would mentor the club if it was to start again. The Clerk confirmed that the current insurance policy covered such a venture. Members were unclear as to why the café ceased and requested clarification before agreeing to support the reinstatement of the café. the Clerk contact youth services at Essex County Council for clarification as to why the youth café was stopped;
members consider other organisations that could benefit from the equipment that was purchased, should the parish Council decide not to mentor the café. 10/179 CRIME AND ANTI SOCIAL BEHAVIOUR There had been speeding in Ashingdon Road Some underage youths had caught drinking in King George s field. The following night, local youths entered a private party at the Memorial Hall. There had been a spate of burglaries in the Golden Cross area and a property along Ashingdon Road had been burgled the previous week. 10/180 REPORTS FROM THE REPRESENTATIVE FOR OUTSIDE COMMITTEES (d) (e) Standards Committee Chairman, D. Constable No meetings had taken place. Ashingdon and East Hawkwell Memorial Hall - Cllr. P. Shaw Cllr. P. Shaw had queried the memorial plaque for the local soldier who had died in Afghanistan as it had yet to be arranged. East Area Committee - Cllr. P. Shaw; The next meeting was scheduled for 10 th March 2011. Rochford Hundred Association of Local Councils - Cllr. P. Shaw; No meetings had taken place. Neighbourhood Action Panel - Cllr. T. Flowers. The meeting reported that there had been a theft in Lower Road, and some pedigree chickens had been stolen in another incident. There had been some reports of antisocial behaviour and the speed watch cameras had been out in the parish. 10/181 TRAINING/NOTIFICATIONS Members received a list of training sessions being held by the Essex Association of Local Councils in Great Dunmow during March 2011. The Society of Local Council Clerks were holding the annual general meeting on 19 th March 2011, the Clerk requested permission to attend. the Clerk be authorised to attend the annual general meeting and training day of the Society of Local Council Clerks. 10/182 ITEMS FOR THE NEXT AGENDA No items were presented. 10/160 DATE OF THE NEXT MEETING The next Parish Council Meeting is on Monday 4 th April 2011 at 7.30pm. The meeting was closed at 9.30pm Chairman s Signature Dated -------------------------------- 4 th April 2011