Policy & Finance | 14 February 2018 at 7:00pm

STANWAY PARISH COUNCIL

Dear Councillor

You are hereby summoned to attend a meeting of the

POLICY & FINANCE COMMITTEE to be held on

WEDNESDAY, 14th February 2018 AT 7.00pm in the

COMMITTEE ROOM, VICTORY HALL

Yours faithfully

Teresa Devine

Clerk to the Parish Council 7th February 2018

1. Attendance & Apologies for Absence

To record the attendance and reasons for absence.

2. Declaration of Interest

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

3. Public Participation

a) 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 not on this Agenda. You should indicate your wish to speak, to the Clerk, prior to the start of the meeting.

b) The Chairman to invite contributions from members of the public who wish to speak on a general matter not on this Agenda.

The public may raise matters or ask questions relating to the work of the Policy & Finance Committee or any other matter. If a matter raised or question asked is to be discussed by the Council it will be added to the Agenda for the next meeting of the Committee or passed to Full Council.

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.

4. Minutes of the Policy & Finance Committee meeting of 10th January 2018

To consider and approve the Minutes of the Meeting which have been circulated.

5. Clerks Report and Update

To receive a report and, if necessary, an oral update on current and outstanding issues dealt with by the Committee.

6. Finance

a) To receive a report on income and expenditure to date and;

b) To approve intermediate expenditure and sign cheques.

7. Village Hall Refurbishment

To receive an update on the Village Hall Refurbishment.

8. Repair to Footpath between the Tollgate Hall Car Park and Villa Road

To consider and agree on a quotation for the repair to the footpath between the Tollgate Hall Car

Park and Villa Road which can be funded through monies available from the Borough Council –

subject to full assurance that the area is the responsibility of Stanway Parish Council.

9. Policy On Recording of Motions and Votes

To decide whether the Council wishes to continue to record Proposers and Seconders in Minutes and

whether to record votes.

10. Essex Parking Partnership and Park Safe

To consider the Council’s policy regarding residents’ reports of inconsiderate parking and to consider

the use of a Park Safe vehicle around Stanway. (Cllr D Fowles to speak to this motion).

11. Winstree Road Schools Travel Plan

To receive an update on the Meeting about Winstree Road Schools Travel Plan.

12. Staffing Sub-Committee

To receive a report from the Staffing Sub-Committee.

13. Arrangements for use of Tollgate Car Park by parents of children at Stanway Primary

School

To receive a report of the Meeting held with the school, Cllr D Bloomfield and Cllr J Spademan

in January.

14. Parish Council Facebook Page and Postings on Other Facebook Sites

a) To consider the request from Cllr D Jordan to launch an official Parish Council Facebook Page

which he has volunteered to run and;

b) To agree a policy on posting information on other Facebook sites in the name of the Parish Council.

15. Commemorative Plaque

To consider a future contribution towards a Commemorative Plaque to mark the 50th Anniversary

of Stanway Villa. (Cllr P Thompson to speak to this item which is for information only).

16. Use of Private Security Firm

To consider the use of a private Security Firm in Stanway as Tiptree Council has done. (Cllr D Chambers

to speak to this motion.).

17. Lakelands 2 – Building Work – Complaints

To consider complaints by Parishioners concerning blocked roads, blocked driveways and

other inconsiderate parking by builders working in the Lakelands 2 area and to agree on a

course of action. (Cllr P Dundas to speak to this motion).

18. Request for Funding; Local Scout

To consider making a small donation from the Chairman’s Allowance towards a fund-raising project

being carried out by a local Scout. The young man (aged 13) has made this request to the Council.

19. Local Highways Panel

To consider any matters arising from the Local Highways Panel.

20. Playing Field Requests

To consider any requests to use the Playing Field.

21. Information Update

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

22. Items for Committees/Next Council Meeting

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

23. To Confirm the Date and Time of the Next Meeting

The next Policy and Finance Committee Meeting will be held on Wednesday, 14th March 2018 at 7.00 pm

in the Committee Room, Victory Hall.

24. Exclusion of the Public and Press

In accordance with Section 100 A (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 so that any items containing exempt and confidential information (for example

confidential personal, financial, or legal advice) in the remainder of this Agenda can be decided.

Exempt information is defined in Section 1001 and Schedule 12A of the Local Government Act

1972.

PART TWO OF THE AGENDA IS ON THE NEXT PAGE

PART TWO

25. Increase in hours of Clerk’s Assistant

To agree to increase the hours of the Clerk’s Assistant from 10 hours per week to 16 hours per week

to provide additional support for the Clerk in Committee and administrative work. The proposed

increase to take place with effect from 1st March 2018.

STANWAY PARISH COUNCIL

Minutes of the meeting of the

POLICY AND FINANCE COMMITTEE

Held on WEDNESDAY, 14th February 2018 at 7.00pm

In the COMMITTEE ROOM at the VICTORY HALL ____________________________________________________________________

156. Present: Cllr J Spademan (Chairman)

Cllr D Chambers

Cllr P Dundas

Cllr T Manning

Cllr P Thompson

In attendance: Cllr D Bloomfield

Cllr D Fowles

Cllr D Jordan

Miss T Baines, (Village Hall Management Committee)

Miss T Devine (Clerk)

An apology for absence had been received from Cllr I Wancerska

Proposed: Cllr J Spademan

Seconded: Cllr P Dundas

RESOLVED: That the apology for absence be received.

157. Declaration of Interest

None.

158. Public Participation

One member of the public was present.

Cllr T Manning left the meeting at this point.

159. Minutes

Proposed: Cllr P Thompson

Seconded: Cllr J Spademan

RESOLVED: To accept the Minutes of the Meeting of 10th January 2018 as a true and accurate

record.

Cllr T Manning returned to the meeting at this point.

160. Clerk’s Report

The Clerk presented her report to the Council.

Complaints had been received from the Maintenance Worker that vans from Barnes Construction had

been parking on site. When the Maintenance Worker questioned the drivers they informed him that the

Site Manager from Barnes had indicated that they could use Stanway Parish Council’s Car Park.

On Wednesday morning (14.02.18) yobs in Ford Fiesta’s had been driving around the building

and the gates were locked by the Maintenance Worker. When the Maintenance Worker went to

reopen the gates 2 cars belonging to people visiting the Barnes Construction site were parked outside

preventing the gates from being opened. Again, the owners told the Maintenance Officer that the

Site Manager had said they could park there.

A discussion took place and it was unanimously agreed that the Clerk should:

  1. a) Write to Barnes Construction both locally and the Head Office to make a formal complaint;
  2. b) Contact a company called “Considerate Constructors” to which Barnes belong.

161. Agreement to bring forward Agenda Items No 10, 13 and 14

The Chairman recommended the bringing forward of Agenda items Nos. 10, 13 and 14 for discussion and

this was agreed.

162. Essex Parking Partnership

Cllr Fowles informed the Committee of the problems being experienced by a resident of

Lucy Lane South caused by inconsiderate parking for whole days at a time at the junction

of Lucy Lane South and London Road.

Cllr Fowles suggested that some road monitoring should take place and possibly some road

restrictions. The Essex Parking Partnership could assist in this matter.

A discussion took place and it was agreed that Cllr Dundas would take the matter to the Local

Highways Panel.

Proposed: Cllr J Spademan

Seconded: Cllr P Dundas

RESOLVED: a) That double yellow lines be placed on the junction with Lucy Lane South and

Peace Road/London Road.

b) That the Clerk contact Essex Parking Partnership to invite them to speak to

Full Council.

Cllr D Fowles left the meeting at this point.

163. Arrangements for Use of Tollgate Car Park by parents of children at Stanway Primary School

The Chairman reported on the meeting which had taken place with the School. A discussion took place.

Proposed: Cllr J Spademan

Seconded: Cllr P Dundas

RESOLVED: That the following action be taken:

  1. a) Point 5 of the Agreement should be amended to be less prescriptive;
  2. b) The Parish Council will regularly review the Car Parking policy.
  3. c) Stanway Parish Council will adjust the map circulated by the Chairman changing the part that

refers to the Victory Hall/Village Hall;

  1. d) The possibility of erecting a sign showing where the Tollgate Hall is will be considered by the

Village Hall Management Committee.

Proposed: Cllr J Spademan

Seconded: Cllr P Thompson

RESOLVED: That the changes be presented to Full Council for ratification.

164. Parish Council Facebook Page

A discussion took place about the different ways of managing a Facebook Page.

Proposed: Cllr J Spademan

Seconded: Cllr P Dundas

RESOLVED: That Cllr D Jordan and Cllr D Chambers, together with Teresa Baines

set up a locked-down Facebook Account which will allow posting on

other sites subject to approval by Full Council.

165. Finance

The Committee noted the Financial Report which had been previously circulated. It was agreed

that a Balance Sheet be provided for future meetings also.

Cheques

Proposed: Cllr P Dundas

Seconded: Cllr J Spademan

RESOLVED: To approve the Cheques List.

166. Village Hall Refurbishment

Teresa Baines presented her report to the Committee. The figures showing expenditure and

income to date had been circulated to everyone and the Clerk confirmed that the figures were

correct. It was necessary, however, for the Clerk to find where S106 monies received in 2016/17

had been banked to confirm that the sums left for spending on Phase 2 could be confirmed.

Proposed: Cllr J Spademan

Seconded: Cllr D Chambers

RESOLVED: That the figures showing the detail of expenditure and income to date be agreed.

Footpath: Teresa Baines reported on the 2 quotations received to date for the work on the footpath

between the Tollgate Car Park and Villa Road. She also informed the Committee that

Cllr J MacLean had been informed that the funding available could not be used for

the repair as the land did not belong to the Borough Council. The guidance notes

for Locality Budgets had been perused by Miss Baines and there was no mention of

this sort of restriction mentioned there. Cllr MacLean was continuing to pursue the

matter.

Proposed: Cllr P Dundas

Seconded: Cllr J Spademan

RESOLVED: That the work on the pathway be approved subject to funding.

Miss Baines was thanked for her report.

167. Repair to Footpath

This matter had been discussed under the Village Hall Management Committee report as above.

168. Policy on Recording Motions and Votes

A discussion took place.

Proposed: Cllr J Spademan

Seconded: Cllr P Thompson

RESOLVED: The recording of Proposers and Seconders will no longer be recorded in the

Minutes of the Meetings of Stanway Parish Council subject to approval at Full

Council.

169. Winstree Road Schools Travel Plan

Nothing to report.

The Chairman informed the Committee that the Parks and Recreation Areas Committee was

working with a member of staff from Colchester Borough Council to investigate and confirm

The ownership of different paths of land: through the Drought Garden, through Victory Hall

Site and the path near Footpath 5.

170. Staffing Sub-Committee

It was reported by Cllr T Manning that he was the new Chairman of the Staffing Sub-Committee

and that Cllr P Dundas had been elected Vice-Chairman.

Cllr Manning informed the Committee that the Terms of Reference which had been circulated had

been accepted without change.

Cllr Manning announced that there would be another meeting of the Staffing Sub-Committee on

Tuesday, 20th February 2018.

171. Commemorative Plaque

Cllr Thompson spoke to the Committee about the 50th Anniversary of Stanway Villa which

will take place in 2022 and the possibility of a contribution towards a commemorative plaque.

It was agreed that budget provision should be considered in 2021.

172. Use of Private Security Firm

Cllr Chambers informed the Committee of the work done by a private security firm in

the Tiptree area and suggested that Stanway may benefit from the services of this firm.

A discussion took place and it was agreed that Cllr Chambers will make further investigations

into the work of the company. It could be considered for a bid for Precept spending when

the Precept was again considered in October 2018.

173. Lakelands

Cllr Dundas informed the Committee of the many complaints which had been made by

residents in the Lakelands 2 area about a building firm named Carla. The complaints

were about inconsiderate parking and abuse when challenges were made.

Proposed: Cllr P Dundas

Seconded: Cllr D Chambers

RESOLVED: That the Clerk write to Carla Housing with a copy to Colchester Borough

Council’s Planning Department requesting that more consideration be

given to local residents.

174. Resolution to continue the meeting beyond 9.30 pm

Proposed: Cllr P Dundas

Seconded: Cllr P Thompson

RESOLVED: To continue the meeting beyond the two-and-a-half hour limit.

175. Funding for Local Scout

The Chairman informed the Committee that he had received a letter from a local Scout

requesting a donation towards his foreign travel which he was carrying out for the

Scouting Movement.

Proposed: Cllr D Chambers

Seconded: Cllr P Dundas

RESOLVED: That a sum of £50 be donated from the Chairman’s Allowance.

176. Local Highways Panel

No report.

177. Playing Field Requests

The Clerk informed the Committee of the Playing Field requests received by D Mather.

RESOLVED: To agree to the request.

178. Information Update

None.

179. Items for next Committee/Council Meeting

The Chairman requested that the next Policy and Finance Committee Meeting include an

Agenda item to consider whether to use up the remainder of the Chairman’s Allowance in

donations.

180. Date and Time of Next Meeting

The next Meeting will take place on Wednesday, 14th March 2018 at 7.00 pm in the Committee

Room at the Victory Hall.

181. Exclusion of the Press and Public

Teresa Baines left the meeting.

Minutes of the Meeting of the Policy and Finance Committee of 14th February 2018

PART TWO

182. Increase in hours of Clerk’s Assistant

A discussion took place. It was confirmed that the Clerk’s Assistant’s extra hours would

be used for various tasks and to take on some Committee work also. The Assistant Clerk

would also cover for the Clerk for holiday periods. Holiday cover would be paid as overtime.

Proposed: Cllr P Dundas

Seconded: Cllr P Thompson

RESOLVED: That the Clerk’s Assistant’s hours be increased to 16 hours per week with effect

from 1st March 2018.

Signed ……………………………….. Date: 14th March 2018

(Chairman)