Full Council | 29 November 2018 at 7:00pm

Minutes of the Parish Council Meeting held on November 29th 2018

Present: Cllrs J. Spademan (Chairman), Manning (Vice-Chairman), Baines (after 315), Tate, Wancerska, C. Spademan, Norton, Thompson, Chambers, Dundas and Hagon (until Item 320), CBC Cllr Scott-Boutell, the Clerk and the Clerk’s Assistant. No members of the public

310. Chairman’s Welcome – the Chairman gave a warm welcome to all attending and congratulated all those involved in organising the most successful Quiz Night to date, noting the near full attendance by Parish Councillors
311. Apologies for Absence – Cllrs Bloomfield and Jordan (approved), ECC Cllr Bentley (noted) 312. 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 – NONE
313. 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 – NONE. 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 – NO REQUESTS.
314. Minutes of the Parish Council Meeting of 25th. October 2018 To approve the Minutes (previously circulated) as a true and accurate record – It was RESOLVED that the Minutes of the Parish Council Meeting of 25th October 2018 be approved and signed by the Chairman as a true record.
315. Adoption of Committee Reports a) Planning Committee: To note the draft minutes (previously circulated) from the Planning Committee Meetings held on Tuesday 6th November and Tuesday 20th November 2018 – NOTED b) Policy and Finance Committee: To note the draft minutes (previously circulated) from the Policy and Finance Committee Meeting held on Wednesday 14th November 2018 – NOTED c) Community Events Committee: To note the draft minutes (previously circulated) from the Community Events Committee held on Wednesday 21st November 2018 – NOTED d) Parks and Recreation Areas Committee: To note the draft minutes (previously circulated) from the Parks and Recreation Areas Committee held on Wednesday 21st November 2018 – NOTED e) Burial Ground Committee: To note the draft minutes of the Burial Ground Committee held Tuesday 6th November 2018 – NOTED
316. Clerk’s Report 1. To seek and CONFIRM volunteers from the Parish Council to attend and walk the Stanway Sleigh Route on 9th December – request from Cllr Hagon. A lengthy discussion took place which left the matter to be resolved outside the Parish Council.
2. To CONSIDER the opening of an on-line banking facility with Unity Trust Bank for use as the principal bank account of the Parish Council to provide greater facility, more timely reporting and complete transparency in the management of the Parish Council’s finances, whilst retaining the use of the Barclays accounts to ensure that the Parish Council’s bank balances are fully covered by the UK Financial Services Compensation Scheme of £85,000 per financial institution. RESOLVED – to open an on-line banking account with Unity Trust under the terms agreed above.

Stanway Parish Council
Draft until signed…………………………………………………..Chair Date……/……/20…….. This page…… of………..

316. Clerk’s Report (continued)

3. To APPROVE the Parish Clerk’s continued membership of the Society of Local Council Clerks at a cost of £208 per annum RESOLVED – that the Parish Clerk’s SLCC Membership be renewed at a cost of £208
4. To REVIEW and AGREE two quotations (to repair car park potholes and broken benches) . RESOLVED (by a majority) – to approve the two quotations of £755+VAT and £800.00 (the latter to be clarified re. protective materials used). Cllrs Manning and Tate asked that their vote against the proposal be recorded. 5. To RATIFY the decision of the Policy and Finance Committee to NOTE the report of the External Auditor and AGREE the prescribed actions therein RESOLVED – that the final report of the External Auditor be noted and the prescribed actions agreed. The Clerk/RFO was instructed to provide a report about the 2017/18 audit process to the Internal Audit Sub-Committee in the New Year.
317. Essex County Councillor Report To receive an oral or written report from Cllr. Kevin Bentley (Essex County Council), and to give him the opportunity to respond to any issues raised in Public Participation – None received, but Cllr Dundas drew the attention of the Council to the consultation on the future of Essex Libraries.
318. Borough Councillor’s Report To receive an oral or written report from any Borough Councillor and to give them the opportunity to respond to any issues raised in Public Participation. CBC Cllr L Scott-Boutell inquired whether the Parish Council would take over the management of the Library volunteers and was advised that this would be considered if and when devolution of the service was proposed. CBC Cllr Dundas highlighted the report of the Local Plan Inspector, but noted that it did not directly affect Stanway, but advised close attention to Section 2 in 2021 (Housing allocations) A discussion took place on the merits of resurrecting the instigation of a Neighbourhood Plan for Stanway. There had been little public interest in the past, despite three consultations over an 18-month period. The matter was REFERRED to the Policy and Finance Committee for consideration. Attention was drawn to the upcoming ‘Small Business Saturday’, with all encouraged to use local small businesses in the run-up to the festive season.
319. Payment of Cheques To approve the payment of cheques for November 2018. (circulated to Councillors at the meeting) RESOLVED – that the payments provided on the circulated list be approved
320. Financial Report To receive a 2018/19 Budget Report, Bank Reconciliation report up to November 2018 (subject to resolving IT technical and access issues in time, these will be circulated to Councillors at the meeting) – NONE RECEIVED
321. Reports from Outside Bodies: To receive reports from Councillors The omission of Rosemary Alms Houses from the list of Outside Bodies was noted and would be rectified at the next meeting a) Colchester Association of Local Councils – None received b) Village Hall Management Committee – a letter proposing new booking arrangements to be undertaken by the SVHMC had been and was REFERRED to the Policy and Finance Committee. It was indicated that this would be positively received but with certain provisos. The old play area was discussed as a potential car park extension, but there were stumbling blocks that needed addressing. The Clerk was instructed to investigate whether the area could be deemed as a ‘brownfield’ site, rather than green space. Cllr Norton offered to assist in the process. c) School Governors – None received d) Quarry Liaison Group – None received e) Footpath/Tree Warden/Hedgerow Officer – It was reported that all was in good order
Stanway Parish Council
Draft until signed…………………………………………………..Chair Date……/……/20…….. This page…… of………..

321 (continued) f) Bus Passenger Representative – Nothing to report. g) Local Communities Action Panel – Cllr Chambers briefed the Council on police matters raised in the recent EALC that he had attended, such as household security visits to 50,000 houses in Essex, the checking of smoke detectors and closer liaison with other emergency services, recruitment of 150 new officers, the existence of 500 Special Constables in the county, with a new scheme of Community Special Constables, if councils wished to fund the training costs of £1,000, the problem of hare-coursing and the success of the Community Speed Watch initiative in Stanway. It was reported that this panel may discontinue.
322. Consider a change to Standing Orders To CONSIDER the responses to the Policy & Finance Committee’s proposal to change the three Standing Committees to Policy & Finance, Planning and Parks & Recreation. After discussion, it was RESOLVED that the status quo should remain and that a review should take place in the New Year. The Clerk was asked to circulate a request to all members of the Council to consider joining the Planning Committee.
323. Items referred/requested for consideration by Committees or Members of the Parish Council
Reference from Committees 1. Policy and Finance Committee – after considering the proposal for the inclusion of “Matters Arising” in all meeting agendas of the Parish Council, it was AGREED to recommend that, where appropriate, a tabulated update of matters outstanding from previous minutes would be included in the Clerk’s Report in every meeting of the Council or its committees, to be taken immediately after the approval of the previous meeting’s minutes. This report would be included in the published supporting papers to each agenda. RESOLVED – that the Parish Council welcomed this enhancement to the agenda management process for its own meetings and such committees where it was felt appropriate to include it.
2. Policy and Finance Committee – to DISCUSS matters relating to the Parish Council’s Facebook account – It was RESOLVED that Cllr. Tate would manage the account, and she asked for all items of interest to be sent to her.
3. Burial Grounds Committee – to DISCUSS the condition of the London Road hedge which required cutting back, being considered a potential safety issue – NOTED
324. Information Update To receive oral updates from Members on matters affecting the Parish. Cllr Baines indicated that a Memorandum of Understanding would be required if the playing field bookings was managed by the SVHMC Cllr Dundas added his congratulations to those involved in the organisation of the Quiz Night Cllr. C. Spademan extended her thanks to all involved in the Quiz Night and advised that the proceeds of £400+ would support the Children’s Party (catering for 80 children in the 0 – 6 age range) on January 26th 2019.
325. Items for Committees/ Next Council Meeting To receive and consider requests for items to be included on Agendas for Committees or Council. Policy and Finance – letter to and MoU with SVHMC re. playing field bookings/Neighbourhood Plan/ Stanway Library
326. Exclusion of Public & Press To RESOLVE (in accordance with Section 100A(4) of the Local Government Act 1972 and the Local Government (Access to Information) (Variation) Order 2006) TO EXCLUDE the Public, including the Press, from the meeting for Agenda Item 327 – To RECEIVE the draft minutes (previously circulated) from the Staffing Committee Meeting held on Wednesday 21st November 2018 so that any items containing exempt and confidential information (for example confidential personal, financial, or legal advice) can be discussed and/or reviewed and/or decided. Exempt information is defined in Section 100I and Schedule 12A of the Local Government Act 1972 – RESOLVED.
327. To RECEIVE the draft minutes (previously circulated) from the Staffing Committee Meeting held on Wednesday 21st November 2018 and NOTE the decisions therein relating to the AGREED appointment of the new Parish Clerk and RFO and the AGREED review of and enhancements to the terms and conditions of employment for the Parish Council’s other employees.
Stanway Parish Council
Draft until signed…………………………………………………..Chair Date……/……/20…….. This page…… of………..

327 (continued) It was RESOLVED: a) To approve the interim contract of David Lines in his role as the Acting Clerk/RFO during November (Item 8) b) To approve the full-time contract for David Lines as Clerk/RFO, commencing December 1st 2018 (Item 8) c) To approve the recommendations arising out of the annual appraisal of the Clerk’s Assistant to increase her salary scale to SPXX, back-dated to April 1st 2018 (Item 7), moving to the new pay scales in April 2019 d) To approve the recommendations arising out of the annual appraisal of the Council’s Maintenance Worker to increase his salary scale to SPXX, back-dated to April 1st 2018 (Item 9), moving to the new pay scales in 2019
Date and time of Next Meeting The next meeting will take place on Thursday 31st January 2019 at 7pm in the Victory Hall.

The Chairman closed the meeting at 9.13 pm