Full Council | 26 March 2018 at 12:00am
- Committee Group: Full Council
STANWAY PARISH COUNCIL
Minutes of the PARISH COUNCIL MEETING
Held on THURSDAY, 26th March 2018 at
7:00pm at the VICTORY HALL ____________________________________________________________________
152. Attendance and Apologies for Absence
Present: Cllr J Spademan (Chairman)
Cllr D Bloomfield
Cllr D Chambers
Cllr P Dundas
Cllr D Jordan
Cllr T Manning
Cllr K Marking
Cllr J Norton
Cllr C Spademan
Cllr L Tate (present after co-option)
Cllr P Thompson
Cllr I Wancerska
In Attendance: Miss T Devine (Clerk)
Cllr K Bentley
Cllr L Scott-Boutell
2 members of the Public
Apologies for Absence
153. Declaration of Interests
There were no declarations made.
154. Public Participation
4 Members of the public were present and were informed that the meeting was being
155. Co-Option of Parish Councillor
Ms L Tate gave a short presentation to the Council and answered questions
concerning her interest in becoming a Parish Councillor.
Ms Tate and all members of the public were asked to leave the room while the
Council considered the request to be co-opted onto the Council.
RESOLVED: That Ms Tate be co-opted onto the Council.
A short break took place while Cllr Tate and the Clerk left to sign the Acceptance of Office
156. Committee Membership
The Chairman explained the need for certain Committees to have more
RESOLVED: That the following appointments be made to Committees:
Emergency Planning Committee: Cllr D Bloomfield
Planning Committee: Cllr C Spademan
Staffing Appeals Committee: Cllr K Marking
Community Events Committee: Cllr L Tate
Park and Recreation Committee: Cllr L Tate
Policy and Finance: Cllr L Tate
The Chairman raised the need for another representative onto the Quarry
Liaison Group. Cllr P Thompson agreed to attend.
157. Minutes of the Parish Council Meeting of 29th March 2018
RESOLVED: To accept the Minutes of the Meeting of 29th March 2018 with the
Following amendment to Minute 132 (Co-options)
“Both Mr Hagen and Mrs Marking spoke to the Council for a short
time to present their reasons for wishing to be co-opted onto the Parish
Council. Mr Hagen and Mr Marking left the meeting and then a
short while later all other members of the public left the
The amendment (above in bold letters) was written into the Minutes by hand by the
158. Adoption of Committee Reports
RESOLVED: That the Minutes of the following Meetings be adopted:
Planning Committee: 20th March and 3rd April 2018;
Policy and Finance Committee: 14th March 2018;
Community Events Committee: 21st February 2018 and
Parks and Recreation Committee: 21st February 2018.
The Chairman brought to the attention of the Committee that the MPGA should report
to the Council bi-monthly and that all Councillors were responsible to ensure that
the items in the Terms of Reference of Committees were fulfilled. This matter to be
further considered at the next Policy and Finance Meeting.
159. Clerk’s Report
In addition to the written report circulated by the Clerk, the following matters were
brought to the attention of the Council:
a) Village Hall Refurbishment
A Tender Analysis had been received from Ingleton Wood on Wednesday, 25th
April and sent to Councillors. There was an urgency to consider this in order for
Phase Two of the refurbishment work to be started but the Clerk had noticed that
on Item 2.1 Ingleton Wood had stated that: “During a meeting between Ingleton
Wood and Stanway Village Hall Management Committee (dated 15th March 2018),
it was agreed that Beardwell Construction had shown value for money for the
Tender of the first phase of the works and had completed the works to a good
standard, therefore it was agreed that this second phase of works would only be
issued to Beardwell Construction for pricing, however they would not be told they
were the only contractor in the tender process.”
As the tender price was over £25,000 the work should have gone out to Tender.
The Clerk had spoken to Ingleton Wood and the company was willing to do this.
It would cause a delay in the work being carried out but the Clerk was unable to give
any other advice and believed that the Council had to adhere to the Financial
The Clerk reported that Miss Baines would speak further about this matter under
Agenda Item 12. The Clerk had only been in post for a year and did not have any
historical knowledge of anything prior to 3rd April 2017.
b) MPGA Sports Court Repair
An Extra-Ordinary Meeting of the MPGA Committee had taken place
on the previous evening (25th April) to discuss the repair of the MPGA
Sports Court. One of the courts run by the Council had been out of action
for around 5 years awaiting repair: the delay being caused mainly by the
period of time it had taken to receive an insurance payment. At the last
Extra-Ordinary Meeting which the Clerk had attended prior to the April
Meeting it had been resolved to give the work to a company called Chiltern
Sports who had given a quote which was below £25,000 and this meant that
the work did not need to go to Tender. However, a fortnight ago the company
had informed the Clerk by telephone that the proposed surface they would use
was not the same as the orginal. It had been reported to the Clerk that the
Company subsequently gave conflicting information to the Chairman of the MPGA
As the Parish Council had a lease with the Borough Council it was important that
the repair was done correctly and also that the surface was of the same quality as the
Also, a representative from the Borough Council, David Carsewell, was willing to
meet with the Chairman of the Council and the Chairman of the MPGA to discuss
the repair as there may now be some money available from the Borough Council to
put towards the repair.
A discussion took place. It was noted that the problem at the MPGA had been caused
by subsistence because the Court is built on an old landfill site. It was recalled that
original quotes to repair the court had been in the region of £60,000 to £90,000 and a
question was asked as to whether the work for which quotes had been received were
for the same work. The Clerk’s Assistant informed the Council that it was for a
different surface and the cost was £16,399.00 plus VAT. The Chairman of the
Council queried whether this would bring the repair up to the original standard.
The MPGA Committee had now decided to go with Wasp Civil Engineering for the
above mentioned price if the Council agreed. The Clerk’s Assistant stated that this
was to the Insurance Company’s specification.
It was noted that the contract was due to be renewed in 2020. The Chairman of the
Council stated that it was necessary to receive a report from the MPGA at Full
Council bi-monthly and it was important that there was a plan from this Summer to
decide on the future of the MPGA to consider whether or not the Council would
continue with the lease. In around a year it was necessary that the Council had made a
The Chairman of the Council stated that if the MPGA Committee could guarantee
that the repair on offer for £16,000 was providing the same quality of work, with the
same materials and the court would be repaired to the same standard as the offered by
the original quotes which were between £60,000 and £90,000 and would cope with
the subsidence, then further money would be needed. The matter must be brought
to Full Council as an item on the Agenda and it was a Full Council decision that
was needed. The Council needed to see all the quotes for the work.
Cllr D Bloomfield and Mrs Ward, the Clerk’s Assistant left the Meeting at the end of
160. County Councillor’s Report
Cllr K Bentley presented his report to the Council.
It was noted that Cllr Bentley has a role in the Brexit negotiations on behalf of all
English Councils. It was also noted that a sum of £3 million had been allocated to
Essex for the repair of potholes and that work was under way to redesign the zoo
Cllr Bentley was thanked for his report.
Cllr Bentley left the meeting at this point.(8.26pm).
161. Payment of Cheques
RESOLVED: To accept the Cheques List for payment.
162. Financial Report
No report was available while the 2017/18 accounts were being finalised.
163. Village Hall Refurbishment
Miss Baines presented her report to the Council. The following points were noted:
a) The floor in the Hall had been finished;
b) An order had been placed for new chairs;
c) The gate to the building was being opened at 8.30 and this had kept out
d) Owing to the new GDPR it would be necessary for signs to be erected
stating that CCTV was recording;
e) When the new GDPR was in place it would no longer be possible to give CCTV
footage to a third party but it could be handed to the police;
f) Phase One of the refurbishment works had a good conclusion.
Miss Baines requested that the letter of intent from Beardwell for Phase Two of the
work be signed by the Council. She expressed concern that any delays would put the
start of the work back to July.
The Clerk advised the Council that the Tender Analysis which had been received from
Ingleton Wood on 25th April 2018 showed that only Beardwell had been included in
the Tender process for Stage 2 of the Refurbishment work based on deliberations
which had taken place between the Village Hall Management Committee and Ingleton
Wood on 15th March 2018. This was in contravention of the Council’s Financial
Regulations and the Clerk had contacted Ingleton Wood to explain. Ingleton Wood had
confirmed that they could put the contract out to Tender.
The Clerk drew the Council’s attention to the fact that this was the first time the
Council had been given a price (£60,464) but the correct procedure for procurement
had not been followed. If the Council did not follow the proper process it would be
liable to criticism at the least.
A discussion took place and it became clear that it was highly necessary for the Council
to be sure that it was acting legally.
Although Phase 2 of the work had been discussed in previous meetings Ingleton Wood
had not followed the correct procedure and this had led to a difficult situation for the
Cllr T Manning left during the discussion.
Cllr L Scott-Boutell left at the end of this item.
RESOLVED: That Stanway Parish Council go ahead and approve the Tender as a
A recording of the votes was requested and is set out below:
For: Cllr C Spademan, Cllr P Thompson, Cllr J Norton, Cllr D Chambers
Against: Cllr L Tate
Abstentions: Cllr J Spademan, Cllr D Jordan, Cllr P Dundas, Cllr K Marking, and
Cllr I Wancerska
It was noted that the Council had gone against the advice of the Clerk.
The Chairman of the Council therefore added that the Clerk must seek advice and that if
The Resolution passed was not legal the matter would have to be reconsidered at an
Extra-Ordinary Meeting of the Council on Friday, 4th May 2018. (This is the date by
which the contract must be signed if legal).
165. Cheques List
RESOLVED: That the Cheques List be approved.
166. Staffing Committee
The Chairman explained to the Council that the Terms of Reference of the
Staffing Sub-Committee needed to be replaced by the Terms of Reference of
the Staffing Committee.
The Staffing Committee would consider staffing matters including grievance and
disciplinary and staffing matters would no longer be in the remit of the Policy and
A Staffing Sub-Committee comprising 3 members could be called if a confidential
The Chairman made amendments to the Terms of Reference as follows:
a) The Staffing Sub-Committee shall be formed of 3 members.
b) Meetings of the Staffing Committee will be convened to consider all staffing matters
such as pay, conditions of service, appraisals and policy including health and safety
c) Decisions made by the Staffing Sub-Committee will be final unless an appeal is made
which will be referred to the Staffing Appeals Committee for consideration.
RESOLVED: That the changes as put forward by the Chairman be accepted.
At this point a vote took place to continue the Meeting beyond 9.30 pm and this was
Membership of the Staffing Committee
RESOLVED: That the following Councillors form the new Staffing Committee:
Cllr D Bloomfield, Cllr P Dundas, Cllr J Norton, Cllr L Tate
and Cllr P Thompson.
167. Arrangements for the Use of the Tollgate Carpark
Nothing to report.
168. Stanway Rovers Girls’ Football Team
RESOLVED: That the Council ratify the decision of the Policy and Finance
Committee to support Stanway Rovers Girls’ Football Team
In finding suitable ground on which to practice and play.
169. Internal Auditor
RESOLVED: That the decision concerning whether or not to re-appoint the
Current Internal Auditor be discussed at the next Policy and
Finance Committee Meeting.
170. Winstree Road Travel Plan
No concrete decision had been made as to the Winstree Road Travel Plan.
It was reported that whatever action is taken it would need to be financed
by the County Council.
171. Local Highways Panel
This item was referred to the next Policy and Finance Committee Meeting.
172. Assets and Inventory Register
RESOLVED: To accept the Assets and Inventory Register as presented.
173. Reports from Outside Bodies
The following information was given:
The Village Hall Management Committee would be meeting on Wednesday, 2nd May.
The Bus Passenger Representative Group would meet in October. No further reports.
174. Playing Field Requests
The Clerk informed the Council that a request had been received from Stanway
Villa Football Club to host a McDonalds/FA Community Day in the village on
15th July. This will be the first one held in the Borough.
Request was made to use the field on this day.
RESOLVED: That the request be approved.
175. Parish Council Facebook Page
Cllr Jordan reported that the Council’s Facebook page was now live.
It was noted that, owing to GDPR, the content of the Facebook Page would
need to be thought about carefully to comply with the law.
176. Information Update
Cllr Marking informed the Committee that she had seen her name listed on part of
the website as the Chairman of the Council and lower case had been used.
The Clerk will investigate.
177. Items for Committees
178. Date and Time of the Next Meeting
The next Meeting of Stanway Parish Council will take place on Thursday, 31st
May 2018 at 7.00 pm in the Victory Hall, Villa Road, Stanway.
The Chairman thanked everyone for attending and the meeting closed at 10.04 pm.
Signed……………………………………… Date: 31st May 2018