Draft minutes - 14/06/2022
| minutes_19_july_draft.pdf |
Minutes of The Sampford’s Parish Council meeting held on Tuesday 19th July 2022, at Great Sampford Village Hall
Present: Cllr Beaney, Cllr Bradford (Acting Chair), Cllr Swain, Cllr Parker, Cllr Figg
DC Smith
Luke Brown (Clerk)
6 member(s) of the public
MINUTES
22/68 Nominate and Elect Vice Chairman for Period 2022 - 2023
Cllr Bradford and Cllr Parker were nominated. The Council voted and Cllr Bradford was elected as Vice Chairman for the Period 2022 – 2023.
22/68.1 Sign the Declaration of Acceptance of Office
Deferred to the next meeting.
22/69 Apologies for Absence
Cllr Boyce
Resolution: Accept apologies for absence.
Proposer: Cllr Parker Seconded: Cllr Bradford – unanimously agreed.
22/70 New Councillor Co-Option
The Council received 1 candidate to be co-opted onto the Council. The candidate told the Council their reason for wanting to join the council. The Council welcomed the new Cllr, and the Clerk went through the formal process of signing the new Cllr onto the Council.
22/71 Public Forum
A member of the public noted that the Village Hall has outstanding issues regarding its payments and income that need to be addressed by the Trustees. Members of the previous committee were still on the mandate. The Council reassured the member of the public that the Trustees were in the process of setting up a new Committee and would address these issues in due course.
A member of the public from the Youth Club noted that their cheque had not been cashed yet by the Village Hall and they had not received the donation from the Council. The Clerk noted their comments and would get the issue sorted.
A member of the public raised a question as to an update on the bus stop issue. The Clerk noted that they had contacted Essex County Council but had not heard back yet.
A member of the public raised a question relating to the finances for the Jubilee and were the tickets for the barn dance accounted for. The Council noted that the money for the tickets had been collected and accounted for.
A member of the public raised a question regarding the speed watch group. The Clerk remembered correspondence on the matter but couldn’t recall at the meeting the update.
A member of the public raised an issue regarding the website and how the Council communicate with the public. The Council noted that it is in the process of updating its website and that they will be looking into this going forward. The member of the public suggested that a second noticeboard for the village should be put up in Little Sampford.
22/72 Members’ Declarations of interest
None raised for this agenda.
22/73 Minutes
Resolution: Approve the minutes of the Council meeting held on the 14th of June 2022 as a true record.
Proposer: Cllr Beaney Seconded: Cllr Figg – unanimously agreed
22/74 District & County Councillors Reports (APPENDIX A)
Stebbing and Ashdon Neighbourhood Plan has been submitted.
22/75 Clerk’s Report (APPENDIX B)
The Council agreed to put Mr Boughtwood forward for nomination for the Community Achievement Awards. – Clerk to submit the form.
The Council agreed that no further work should be done on the Clock in the Church until the issues with the Belfry have been resolved.
22/76 Action Tracker (APPENDIX C)
The site visit with CCllr Foley was cancelled due to personal issues. Cllr Foley suggested using what 3 Words to identify the location for all the issues, take photographs and use this information to re-report outstanding issues on the highways tracking portal.
Mr Woods has agreed to put the panes of glass in the telephone box so that Cllr Parker can fit them.
22/77 Meeting Dates and Times
The Council agreed to change the time of the meetings to start at 7:15 PM and keep having monthly meetings every 3rd Tuesday. Next meeting scheduled for the 16th of August.
Resolution: Agree meetings to start at 7:15 PM.
Proposer: Cllr Bradford Seconded: Cllr Parker
22/78 HR Committee
The Council agreed that Cllr Bradford to take on the role of HR representative for the Council in lieu of creating a HR committee and with the help of the Clerk, would ensure the policies are in place and the yearly appraisal carried out.
Resolution: Agree Cllr Bradford take on the role of HR representative for the Council.
Proposer: Cllr Thompson Seconded: Cllr Beaney – unanimously agreed
22/79 Finance
A question was raised regarding the removal of the wooden children’s play equipment that had rotted, and where the ground had settled after removal, there were now dips in the ground. The Council considered asking the company to come back and put in some more earth.
Resolution: Approve payments for July.
Proposer: Cllr Bradford Seconded: Cllr Swain
22/79.1 August Payments
The Council decided to have a meeting in August and therefore this is not necessary.
22/79.2 Financial Regulations
The Council agreed to have the new Finance Committee review the financial regulations when they meet.
22/79.3 Finance Committee
Cllr Parker, Cllr Swain, and Cllr Boyce to be members of the Finance Committee, the date of their first meeting to be determined.
22/79.4 Finance Committee Terms of Reference
Terms of reference to be amended inline with comments made by Council.
Resolution: Agree the Finance Committees terms of reference.
Proposer: Cllr Bradford Seconded: Cllr Thompson – unanimously agreed
22/80 Planning
UTT/22/1275/OP | Proposed residential and community development including 27 dwellings (14 private and 13 affordable) a community shop. a play area, shared gardens and public green space and all associated parking. | Land At Parsonage Farm Parsonage Farm Lane Great Sampford Essex |
Expiry Date: Mon 08 Aug 2022
The Council considered the above application and since there have been similar applications with similar issues the Council agreed to object based on the location, flood risk and sustainability of the site. The application intends to build and hand over community buildings and land to the Council, which the Council would have to find additional funds to keep, which the Council considers unreasonable.
The Council agreed to host a Village Meeting for the public to have their input and gather information for their own objection letters.
DCllr Smith commented on the Sparepenny Lane major application that was submitted earlier in the year. There has been no response from Essex Highways and the determination deadline has passed. There has been no appeal submitted, which could mean there are talks happening behind closed doors.
22/81 Council Structure and Responsibilities
The Council agreed the structure as set out in the document. Cllr Parker to be added to the Village Hall Committee when it forms.
22/82 Highways and Footpaths
Already covered under item 22/76.
22/83 Recreation Ground
Cllr Figg is happy to take the lead in dealing with the issues laid out by the ROSPA report.
Clerk to find out if there are any grants the Council can apply for in relation to the Children’s play equipment refurb.
Notice to go in the Sampford Signal to let the public know of the Council’s intent to remove the skate park ramp and replace it with outdoor gym equipment.
22/83.1 Children’s Play Equipment
There is a group that are looking to raise funds for new children’s play equipment, which the Council are keen to support. Cllr Bradford has attempted to contact the group but has not heard back yet.
22/83.2 Skate Park Ramps Removal
The Council agreed to remove the Skate Park ramps and replace with the outdoor gym equipment. Cllr Parker to get proposal in writing from company willing to remove equipment for free.
22/83.3 Recreation Ground New Equipment
Resolution: Agree revised quote of £14,580 (£12,150 net) to place the new outdoor gym equipment on the site of the Skate Park.
Proposer: Cllr Parker Seconded: Cllr Figg
22/84 Grass Cutting and trees
All in order.
22/85 Website and IT
Already covered under item 22/71.
22/86 Liaison with Village organisations
Donations to village clubs to be raised – Clerk to action.
22/87 Communications PR & Media
The Council is working to improve their communication PR & Media.
22/88 Bus Stop
Item covered under item 22/71.
22/89 Village Hall
A Village Hall Committee is to be setup.
22/90 Local Plan
Uttlesford have identified up to 17,000 new houses will be required over the next 5 years.
22/91 Speed Watch
The Council is waiting on advice from Janet Willey, community speed watch co-ordinator, the plan is to combine Great Sampford and little Sampford CSW group as Little Sampford had applied for their own speed watch separately.
22/92 Councillor Badges
The Councillors decided against having badges and lanyards.
22/93 Matters to be Raised by Members for the Next Agenda
Planning Committee, further details on Defibs, Neighbourhood Plan and Noticeboard in Little Sampford.
22/94 Next Meeting Date
Tuesday the 16th of August.
22/95 Meeting Close @ 10:13 PM.
DC Smith
Luke Brown (Clerk)
6 member(s) of the public
MINUTES
22/68 Nominate and Elect Vice Chairman for Period 2022 - 2023
Cllr Bradford and Cllr Parker were nominated. The Council voted and Cllr Bradford was elected as Vice Chairman for the Period 2022 – 2023.
22/68.1 Sign the Declaration of Acceptance of Office
Deferred to the next meeting.
22/69 Apologies for Absence
Cllr Boyce
Resolution: Accept apologies for absence.
Proposer: Cllr Parker Seconded: Cllr Bradford – unanimously agreed.
22/70 New Councillor Co-Option
The Council received 1 candidate to be co-opted onto the Council. The candidate told the Council their reason for wanting to join the council. The Council welcomed the new Cllr, and the Clerk went through the formal process of signing the new Cllr onto the Council.
22/71 Public Forum
A member of the public noted that the Village Hall has outstanding issues regarding its payments and income that need to be addressed by the Trustees. Members of the previous committee were still on the mandate. The Council reassured the member of the public that the Trustees were in the process of setting up a new Committee and would address these issues in due course.
A member of the public from the Youth Club noted that their cheque had not been cashed yet by the Village Hall and they had not received the donation from the Council. The Clerk noted their comments and would get the issue sorted.
A member of the public raised a question as to an update on the bus stop issue. The Clerk noted that they had contacted Essex County Council but had not heard back yet.
A member of the public raised a question relating to the finances for the Jubilee and were the tickets for the barn dance accounted for. The Council noted that the money for the tickets had been collected and accounted for.
A member of the public raised a question regarding the speed watch group. The Clerk remembered correspondence on the matter but couldn’t recall at the meeting the update.
A member of the public raised an issue regarding the website and how the Council communicate with the public. The Council noted that it is in the process of updating its website and that they will be looking into this going forward. The member of the public suggested that a second noticeboard for the village should be put up in Little Sampford.
22/72 Members’ Declarations of interest
None raised for this agenda.
22/73 Minutes
Resolution: Approve the minutes of the Council meeting held on the 14th of June 2022 as a true record.
Proposer: Cllr Beaney Seconded: Cllr Figg – unanimously agreed
22/74 District & County Councillors Reports (APPENDIX A)
Stebbing and Ashdon Neighbourhood Plan has been submitted.
22/75 Clerk’s Report (APPENDIX B)
The Council agreed to put Mr Boughtwood forward for nomination for the Community Achievement Awards. – Clerk to submit the form.
The Council agreed that no further work should be done on the Clock in the Church until the issues with the Belfry have been resolved.
22/76 Action Tracker (APPENDIX C)
The site visit with CCllr Foley was cancelled due to personal issues. Cllr Foley suggested using what 3 Words to identify the location for all the issues, take photographs and use this information to re-report outstanding issues on the highways tracking portal.
Mr Woods has agreed to put the panes of glass in the telephone box so that Cllr Parker can fit them.
22/77 Meeting Dates and Times
The Council agreed to change the time of the meetings to start at 7:15 PM and keep having monthly meetings every 3rd Tuesday. Next meeting scheduled for the 16th of August.
Resolution: Agree meetings to start at 7:15 PM.
Proposer: Cllr Bradford Seconded: Cllr Parker
22/78 HR Committee
The Council agreed that Cllr Bradford to take on the role of HR representative for the Council in lieu of creating a HR committee and with the help of the Clerk, would ensure the policies are in place and the yearly appraisal carried out.
Resolution: Agree Cllr Bradford take on the role of HR representative for the Council.
Proposer: Cllr Thompson Seconded: Cllr Beaney – unanimously agreed
22/79 Finance
A question was raised regarding the removal of the wooden children’s play equipment that had rotted, and where the ground had settled after removal, there were now dips in the ground. The Council considered asking the company to come back and put in some more earth.
Resolution: Approve payments for July.
Proposer: Cllr Bradford Seconded: Cllr Swain
22/79.1 August Payments
The Council decided to have a meeting in August and therefore this is not necessary.
22/79.2 Financial Regulations
The Council agreed to have the new Finance Committee review the financial regulations when they meet.
22/79.3 Finance Committee
Cllr Parker, Cllr Swain, and Cllr Boyce to be members of the Finance Committee, the date of their first meeting to be determined.
22/79.4 Finance Committee Terms of Reference
Terms of reference to be amended inline with comments made by Council.
Resolution: Agree the Finance Committees terms of reference.
Proposer: Cllr Bradford Seconded: Cllr Thompson – unanimously agreed
22/80 Planning
UTT/22/1275/OP | Proposed residential and community development including 27 dwellings (14 private and 13 affordable) a community shop. a play area, shared gardens and public green space and all associated parking. | Land At Parsonage Farm Parsonage Farm Lane Great Sampford Essex |
Expiry Date: Mon 08 Aug 2022
The Council considered the above application and since there have been similar applications with similar issues the Council agreed to object based on the location, flood risk and sustainability of the site. The application intends to build and hand over community buildings and land to the Council, which the Council would have to find additional funds to keep, which the Council considers unreasonable.
The Council agreed to host a Village Meeting for the public to have their input and gather information for their own objection letters.
DCllr Smith commented on the Sparepenny Lane major application that was submitted earlier in the year. There has been no response from Essex Highways and the determination deadline has passed. There has been no appeal submitted, which could mean there are talks happening behind closed doors.
22/81 Council Structure and Responsibilities
The Council agreed the structure as set out in the document. Cllr Parker to be added to the Village Hall Committee when it forms.
22/82 Highways and Footpaths
Already covered under item 22/76.
22/83 Recreation Ground
Cllr Figg is happy to take the lead in dealing with the issues laid out by the ROSPA report.
Clerk to find out if there are any grants the Council can apply for in relation to the Children’s play equipment refurb.
Notice to go in the Sampford Signal to let the public know of the Council’s intent to remove the skate park ramp and replace it with outdoor gym equipment.
22/83.1 Children’s Play Equipment
There is a group that are looking to raise funds for new children’s play equipment, which the Council are keen to support. Cllr Bradford has attempted to contact the group but has not heard back yet.
22/83.2 Skate Park Ramps Removal
The Council agreed to remove the Skate Park ramps and replace with the outdoor gym equipment. Cllr Parker to get proposal in writing from company willing to remove equipment for free.
22/83.3 Recreation Ground New Equipment
Resolution: Agree revised quote of £14,580 (£12,150 net) to place the new outdoor gym equipment on the site of the Skate Park.
Proposer: Cllr Parker Seconded: Cllr Figg
22/84 Grass Cutting and trees
All in order.
22/85 Website and IT
Already covered under item 22/71.
22/86 Liaison with Village organisations
Donations to village clubs to be raised – Clerk to action.
22/87 Communications PR & Media
The Council is working to improve their communication PR & Media.
22/88 Bus Stop
Item covered under item 22/71.
22/89 Village Hall
A Village Hall Committee is to be setup.
22/90 Local Plan
Uttlesford have identified up to 17,000 new houses will be required over the next 5 years.
22/91 Speed Watch
The Council is waiting on advice from Janet Willey, community speed watch co-ordinator, the plan is to combine Great Sampford and little Sampford CSW group as Little Sampford had applied for their own speed watch separately.
22/92 Councillor Badges
The Councillors decided against having badges and lanyards.
22/93 Matters to be Raised by Members for the Next Agenda
Planning Committee, further details on Defibs, Neighbourhood Plan and Noticeboard in Little Sampford.
22/94 Next Meeting Date
Tuesday the 16th of August.
22/95 Meeting Close @ 10:13 PM.