Full Council | 26 July 2018 at 7:00pm

Stanway Parish Council Full Council meeting held on Thursday 26th. July 2018

STANWAY PARISH COUNCIL

Dear Councillors

You are hereby summoned to forthcoming meeting of Stanway Parish Council to be held at the Victory

Hall on THURSDAY 26th. July 2018 7pm for the purpose of transacting the business ONLY

shown on the Agenda

KBMoney

Kevin B. Money

Locum Clerk/RFO to the Parish Council 19th. July 2018

FULL COUNCIL MEETING AGENDA

256. Chairman’s Welcome

257. Apologies for Absence

258. Declaration of Interests

To allow Councillors to declare either a Disclosable Pecuniary, Other Pecuniary or Registerable Non- Pecuniary interest on any matter covered by this Agenda. Members are reminded that, when considering any item, if it becomes clear they have an interest they must declare it.

259. Public Participation

The Chairman to invite members of the public to indicate if they wish to speak at this meeting – either on an item on the agenda or on a general matter. Public questions are invited prior to the start of the meeting for a maximum of 10 minutes and limited to 3 minutes per person at the discretion of the Chairman.

Recording of Meetings: Should anyone wish to record a Committee or Council Meeting the Clerk must be informed prior to the start of the meeting in order that the Council can comply with Data Protection Regulations.

260. Minutes of the Parish Council Meeting of 28th. June 2018

To approve the Minutes (previously circulated) as a true and accurate record.

261. Adoption of Committee Reports

a) Planning Committee: To note the draft minutes (previously circulated) from the Planning Committee Meetings held on Tuesday 3rd. July 2018

b) Policy and Finance Committee: To note the draft minutes (previously circulated) from the Policy and Finance Committee Meeting held on Wednesday 11th. July 2018

c) Community Events Committee: To note the draft minutes (previously circulated) from the Community Events Committee held on Wednesday 18th. July 2018

d) Parks and Recreation Areas Committee: To note the draft minutes (previously circulated) from the Parks and Recreation Areas Committee held on Wednesday 18th. July 2018

e) MPGA Committee Report To receive a report and consider any actions arising Stanway Parish Council Full Council meeting held on Thursday 26th. July 2018

262. Clerk’s Report

a) GDPR draft policy

b) Appointment of Stanway PC Internal Auditor for 2018/19

c) Ingleton Wood quotation for repair work to MUGA at Stanway Rovers FC (previously circulated)

d) Permission / volunteers to hang 40cm Plastic Poppies on lamp posts in Stanway for the GP90

263. Borough Councillors’ and County Councillor’s Reports

To receive an oral or written report from any Borough Councillor, or County Councillor, and to give them the opportunity to respond to any issues raised in Public Participation.

264. Payment of Cheques

To approve the payment of cheques for July 2018. (circulated to Councillors at the meeting)

265. Financial Report

To receive a 2018/19 Budget Report, Bank Reconciliation report up to July 2018 (circulated to Councillors at the meeting)

266. Village Hall Refurbishment

To receive an update – Cllr T. Baines

267. Picnic in the Park. To consider suggestion from Community Events Committee to hold a Parent & Children event for new Primary School starters – Cllr K. Marking

268. Reports from Outside Bodies: To receive reports from Councillors

  1. a) Colchester Association of Local Councils
  2. b) Village Hall Management Committee
  3. c) School Governors
  4. d) Quarry Liaison Group
  5. e) Footpath/Tree Warden/Hedgerow Officer
  6. f) Bus Passenger Representative
  7. g) Local Communities Action Panel
  8. h) Rosemary Alms Houses

269. Playing Field Requests

To consider and approve any requests to use the Playing Field.

270. Information Update

To receive oral updates from Members on matters affecting the Parish.

271. Items for Committees/ Next Council Meeting

To receive and consider requests for items to be included on Agendas for Committees or Council.

272. Motion to exclude the public and press for a discussion on Employment issues

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273. Staffing Committee – Independent Investigation and next steps.

“Part B” (confidential):

To discuss options regarding the current Staffing Situation and consider an outline Settlement Offer proposed by a member of staff.

To consider the matter arising from the Independent Investigation and agree the way forward

Date and time of Next Meeting

The next meeting will take place on Thursday 27th. September 2018 at 7pm in the Victory Hal.

Minutes of Stanway Parish Council Full Council meeting held on Thursday 26th. July 2018

STANWAY PARISH COUNCIL

Minutes of the PARISH COUNCIL MEETING held on

THURSDAY 26th. JULY 2018 at 7:00pm at the VICTORY HALL

Present: Cllrs T. Manning (Vice-Chairman), D. Bloomfield, D. Chambers, P. Dundas, D. Jordan, J. Norton,

P. Thompson, T. Baines, J. Hagon, I. Wancerska, K. Marking, L. Tate, Locum Clerk Kevin B. Money &

Asst. Clerk A. Ward. Also present was ECC Kevin Bentley, Borough Councillors L. Scott-Boutell & Jackie McClean. Members of the Public 2

256. Chairman’s Welcome. The Vice-Chairman welcomed everyone to the meeting.

257. Apologies for Absence were received from Cllrs J. Spademan, Cllr C. Spademan

258. Declaration of Interests

To allow Councillors to declare either a Disclosable Pecuniary, Other Pecuniary or Registerable Non-Pecuniary interest on any matter covered by this Agenda. Members are reminded that, when considering any item, if it becomes clear they have an interest they must declare it.

No Councillor declared any Disclosable Pecuniary, Other Pecuniary or Registerable Non-Pecuniary interest on any matter covered by this Agenda

259. Public Participation

The Chairman to invite members of the public to indicate if they wish to speak at this meeting – either on an item on the agenda or on a general matter. Public questions are invited prior to the start of the meeting for a maximum of 10 minutes and limited to 3 minutes per person at the discretion of the Chairman.

Recording of Meetings: Should anyone wish to record a Committee or Council Meeting the Clerk must be informed prior to the start of the meeting in order that the Council can comply with Data Protection Regulations.

260. Minutes of the Parish Council Meeting of 28th. June 2018

To approve the Minutes (previously circulated) as a true and accurate record.

Cllr D. Bloomfield proposed and Cllr K. Marking seconded that the minutes are a true and accurate record of the meeting. All Agreed

261. Adoption of Committee Reports

a) Planning Committee: To note the draft minutes (previously circulated) from the Planning Committee Meetings held on Tuesday 3rd. July 2018. Councillors noted the draft minutes

b) Policy and Finance Committee: To note the draft minutes (previously circulated) from the Policy and Finance Committee Meeting held on Wednesday 11th. July 2018. Councillors noted the draft minutes

c) Community Events Committee: To note the draft minutes (previously circulated) from the Community Events Committee held on Wednesday 18th. July 2018. Councillors noted the draft minutes

d) Parks and Recreation Areas Committee: To note the draft minutes (previously circulated) from the Parks and Recreation Areas Committee held on Wednesday 18th. July 2018. Councillors noted the draft minutes

e) MPGA Committee Report To receive a report and consider any actions arising

262. Clerk’s Report

a) GDPR draft policy

To be adjourned to September meeting Minutes of Stanway Parish Council Full Council meeting held on Thursday 26th. July 2018

b) Appointment of Stanway PC Internal Auditor for 2018/19

The RFO informed Councillors that Mr. G. Mussett is happy to continue with the Internal Audit for Stanway Parish Council.

Cllr K. Marking proposed to accept Mr. G. Mussett as Internal Auditor for 2018/19. Seconded by Cllr P. Dundas. All Agreed

c) Ingleton Wood quotation for repair work to MUGA at Stanway Rovers FC (previously circulated)

Cllr K. Marking proposed to ask the Chairman John Spademan to sign the documentation outside the meeting. Cllr D. Chambers seconded. All Agreed.

d) The GP90 (Great Pilgrimage)

Jim Welton See his report

Jim Welton asked for any wording to be placed on the wreath. To contact Christina Edwards to ask her for her suggestion. All Agreed

Permission / volunteers to hang 40cm Plastic Poppies on lamp posts in Stanway.

ECC K. Bentley agreed to look into arranging permission to place poppies on lamp posts in Stanway

e) Outdoor fitness class on Silver Witch Green. The Council approved that permission is granted. The Clerk to look into the implication on insurance and to get a disclaimer signed by the organiser.

263. Borough Councillors’ and County Councillor’s Reports

To receive an oral or written report from any Borough Councillor, or County Councillor, and to give

them the opportunity to respond to any issues raised in Public Participation.

ECC K. Bentley spoke about Essex Highways. Communication was poor when he took over his position. PR 1 & PR2 roads are in good condition. Local roads need a lot of works on them. Every month a list will be produced to state what repairs have/are being done. Low level repairs will be devolved to Parish Councils.

Minor repairs and pavement repairs will be piloted by volunteer Council from September which will be run for 6 months. LHP committed to increase by £100,000 provided it has been matched by CBC.

LHP to reduce the bureaucracy on the committee. An extra £2.5m has been injected to repair potholes in the area. Decision making is to made more locally.

Specific contractors are not necessarily the appropriate company to undertake the minor works. Any works on the Highway needs specialist work companies.

Cllr T. Baines spoke about S106 monies and that the latest report does not add up. Cllr P. Dundas informed the meeting that the latest information appears to be out-of-date.

ECC K. Bentley leaves the meeting

264. Payment of Cheques

To approve the payment of cheques for July 2018. (circulated to Councillors at the meeting)

Cllr P. Dundas proposed and Cllr T. Baines seconded that the July payments be authorised. All Agreed

265. Financial Report

To receive a 2018/19 Budget Report, Bank Reconciliation report up to July 2018 (circulated to Councillors at the meeting). Councillors noted the financial reports

266. Village Hall Refurbishment

To receive an update – Cllr T. Baines

Village Hall has been signed of and is now operating well. A few snags and lettings will start very shortly.

Phase 2 budget has come in under budget of £59,000. Remainder of money is to go to solar panels.

An open afternoon will take place soon. Minutes of Stanway Parish Council Full Council meeting held on Thursday 26th. July 2018

267. Picnic in the Park. To consider suggestion from Community Events Committee to hold a Parent & Children event for new Primary School starters – Cllr K. Marking

Cllr K. Marking proposes a “Picnic in the Park” for Parent & Children who have just started at the local school. Cllr L. Tate seconded this proposal. All Agreed.

268. Reports from Outside Bodies: To receive reports from Councillors

  1. a) Colchester Association of Local Councils – No meeting
  1. b) Village Hall Management Committee – Nothing to report
  1. c) School Governors – Nothing to report
  1. d) Quarry Liaison Group – Nothing to report
  1. e) Footpath/Tree Warden/Hedgerow Officer – Nothing to report
  1. f) Bus Passenger Representative – Nothing to report
  1. g) Local Communities Action Panel – Nothing to report
  1. h) Rosemary Alms Houses – Nothing to report

269. Playing Field Requests

To consider and approve any requests to use the Playing Field. Nothing to report

270. Information Update

To receive oral updates from Members on matters affecting the Parish.

Nothing to report

271. Items for Committees/ Next Council Meeting

To receive and consider requests for items to be included on Agendas for Committees or Council.

Section 106 monies P&F committee

272. Motion to exclude the public and press for a discussion on Employment issues

To Resolve: that the Public are excluded from any discussions on employment matters concerning the Clerk/RFO at the Parish Council meeting

The clerk reminded Councillors of Standing Order 11 that “Councillors and staff shall not disclose confidential or sensitive information which for special reasons would not be in the public interest”.

There being no further business the Vice-Chairman closed the meeting at 8.30pm and requested that all members of the public and SPC staff leave the meeting.

Signed……………………………………………………………………………………….27th. September 2018

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273. Staffing Committee – Independent Investigation and next steps.

“Part B” (confidential):

To discuss options regarding the current Staffing Situation and consider an outline Settlement Offer proposed by a member of staff.

To consider the matter arising from the Independent Investigation and agree the way forward

Date and time of Next Meeting

The next meeting will take place on Thursday 27th. September 2018 at 7pm in the Victory Hall.