Minutes of The Sampford’s Parish Council meeting held on Tuesday 18th January 2022, at Great Sampford Village Hall.
Cllr Woods (Chairman), Cllr Beaney, Cllr Boyce, Cllr Thompson, Cllr Bradford, Cllr Deuce DC Smith
Luke Brown (Clerk)
0 members of the public
21/213 Apologies for Absence Cllr Burton and ECC Foley
Resolution: Accept apologises for absence.
Proposed: Cllr Woods Seconded: Cllr Boyce - carried unanimously.
21/214 Public Forum
No members of the public present.
21/215 Members’ Declarations of interest Cllr Woods – VHC & School Governor
Resolution: Approve the minutes of the Council meeting held on 16th November 2021 as a true record.
Proposed: Cllr Woods Seconded: Cllr Thompson - carried unanimously.
21/217 District & County Councillors Reports
DC’s Report; Essex County Council (ECC) have increased their budget for this year, which is about a 2% increase. All funds have been allocated or earmarked, with certain areas being highlighted for extra funding, such as adult social care, which is to increase by 1.5% plus 0.5% deferred from last year.
The District Council (DC) are due to have their budget meeting in February.
The DC have received numerous complaints regarding the road closure between Hempstead and Steeple Bumpstead. An HGV managed to get it’s self-stuck in the narrow lanes of the diversion but works continue as planned by the water company and County Broadband.
UDC’s climate change plan has been approved and a grant received from the Government, of about £2 million to put the plan into action.
Part of the funds will be used for reducing energy consumption and to assist with bring council rented properties up to the new standards set out by Government.
UDC are to submit their Local Plan to the inspector in 2023.
21/218 Clerk’s Report Nothing to report.
21/219 Action Tracker (APPENDIX A)
DC Smith is looking into the issue of the missing salt bins. The Parish Council maybe able to get £400 from ECC Foley, to replace them. The bins should be located at Spare Penny Lane South and Howe Lane. – Clerk to contact ECC Foley.
21/220 Finance (APPENDIX B)
Resolution: Agree payments for this month.
Proposed: Cllr Woods Seconded: Cllr Bradford - carried unanimously.
Resolution: Agree a grant of £150 for the AMBO magazine.
Proposed: Cllr Thompson Seconded: Cllr Beaney - carried unanimously.
21/222 Certificate of Exemption
Resolution: Agree to sign off the Certificate of Exemption for the financial year ending 2020-2021. Proposed: Cllr Woods Seconded: Cllr Deuce - carried unanimously.
21/223 Internal Auditor
Resolution: Agree to appoint Val Evans as the Parish Councils internal auditor. Proposed: Cllr Bradford Seconded: Cllr Boyce - carried unanimously.
21/224 Play Area
Chris Butcher has cut the hedges, the Clerk noted that the Council requires a quote and an agreement in place for future work.
The school are replacing their old climbing frame but are unsure where to put a new one.
21/224.1 Play Area Refurbishment
The Council has been awarded £6,000 for the refurbishment of the play equipment. The Council have a budget of £12,000 and have requested the Clerk to contact suppliers to find a range of packages. The council then intends to setup a consultation with the community to pick a package to be installed.
21/225 Grass Cutting and trees All done, all looking good.
Clerk requested to remove this item from the agenda.
21/227 Website and IT
Ex Cllr Parker’s details to be removed from the website and Cllr’s email address to be replaced with the new.
21/228 Liaison with Village organisations Nothing to report.
21/229 Village Hall
Village hall has had some bookings recently.
Proposed that the Clerk of the Parish Council take on the responsibility of the Village Hall finances, which may incur extra hours from the Clerk. The Clerk will require a hand over from the current finance officer.
Resolution: Agree to appoint the Clerk as the Village Hall finance officer.
Proposed: Cllr Woods Seconded: Cllr Deuce - carried unanimously.
21/230 Local Plan
Council are happy this was covered by the DC’s report.
21/230.1 Neighbourhood Plan
No further update, ideally this requires the public to support and take on.
UTT/21/3461/HHF – No objections from the Council.
UTT/21/0092/HHF – The Council has concerns as the property is becoming very large and sits in a prominent position, Cllr Deuce to write a comment for the council.
21/232 Highways and Footpaths
Drainage on Howe Lane is an ongoing issue, and the road will probably require closing again at some point.
The culverts in the village require clearing and the Council would like to know who is responsible. The Clerk noted that if the culverts are on private land, then it would be the landowner’s responsibility. The Council would like to meet with ECC Foley and get his view on the matter. – Clerk to contact ECC Foley and arrange a site visit with Cllrs.
Letter regarding cutting back of overgrown hedges has been delivered but no action has been taken by the landowners. – Clerk to contact ECC Foley and request ECC to step in to help as the Council view the matter as a potential risk to the public.
A willow tree has come down on a footpath. – Clerk to write to the landowner and ask that they make the footpath safe.
There are a number of potholes that require fixing. – Clerk to report.
The footpath at Moore end Livery Yard, the council considers a health hazard and request that the footpath be either repaired or closed off. – Clerk to report and inform ECC Foley of the issue.
The road that joins Spare Penny Lane North and Spare Penny Lane South is in a bad state and has caused issues for delivery drivers trying to get through. The Council suggests that there be signage in place at the entrance to try and discourage drivers from using the road as a through road.
There is an ongoing dispute between the residents of Spare Penny Lane North and Essex Highways (EH) over responsibility for maintaining the road as EH do not claim responsibility. DC Smith was going to speak to the residents on the matter. One resident claims that there is nothing on their deeds to suggest the road is their responsibility.
21/233 The Queens Jubilee
The Working Group has had two meetings that have been well attended.
So far it has been proposed that there will be a Street Party on the Sunday, a ticketed Barn Dance hosted by the Parish Council on the Saturday, and the Pub to open after the lighting of the Beacon on the Thursday and on the Sunday. - Clerk to investigate road closure procedures.
Cllr Thompson suggested using the donated money to the Council be used for the celebration.
It was suggested that there could be separate competitions running on the Friday/Saturday such as create your own Tote bag or Scarecrow.
The Flower show is to be held on the Friday and/or Saturday.
The Council suggested doing something commemorative for the occasion such as a mug or plant a tree. It was suggested that a new Willow tree could be planted to replace the one that had fallen. Cllr Beaney to investigate possible commemorative items for the occasion.
Cllr Beaney and Cllr Bradford to acquire quotes for hosting the Barn Dance and providing the food and drink for the Councils consideration.
21/234 Matters to be Raised by Members for the Next Agenda What to do with the money donated to the Council.
21/235 Date of the Next Meeting
Tuesday 15th February 2022 @ 7:45 PM
21/236 Meeting Close@ 9:54 PM
APPENDIX A Action Tracker
Oct 2021 Nov 2021 Nov 2021
21/174 21/209 21/200
Christmas dinner – September 2022
Speed watch group – waiting for UDC
Forward footbridge issues to ECC Foley
Contact Mr Chris Parker to quote to remove post
Clerk to add to Agenda Sep 2022
Cllr Boyce to action Clerk to action
Clerk to action
APPENDIX B January Payments
Opening Balance Barclays
Loyalty Reward Fee
Printer Ink Cartridge Christmas Grant Grant
Remit DD Cheque Cheque Cheque Cheque Cheque Remit
11.90 299.78 28.00 67.50 10.83 50.00
Barclays Employee Employee Employee 2 Employee Jamie Woods EALC
6,000.00 33,859.93 33,391.92
11.90 299.78 28.00 67.50 10.83 50.00
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