BIRCH PARISH COUNCIL

MINUTES FOR THE MEETING HELD ON

TUESDAY 13 November, 2007

AT BIRCH MEMORIAL HALL AT 8 P.M. 

Members present: Mrs. E Bowtle (Chair), Mrs. C Cottrell, Mr. J Nicholson, Mr. J Bancroft, Mrs. S Poulter, Mrs. D Willers,  Mr. C Harvey, Mr. A Condron (Clerk),

      Police Constable I. Lewis, Cllr. K Bentley and Cllr. P Crowe

1. CHAIRMAN’S OPENING REMARKS

Mrs. Bowtle welcomed everyone to the meeting including two parishioners 

2. APOLOGIES FOR ABSENCE

   None 

3. REPORT FROM BOROUGH COUNCILLORS AND POLICE

Cllr Peter Crowe reported and the following issues were discussed: 

 Maintenance work required to Birch Park/Birch Dam Bridge will now go to public      consultation before any further action is taken. This is likely to be between 27-29 November. 

New parking restriction signage has now been installed at School Hill. It was brought to the meeting attention that new building work at the School had caused recent traffic problems and potential Health and Safety issues which will be investigated further. 

Cllr Kevin Bentley reported and the following issues were discussed: 

Fly tipping still remains an increasing problem in the parish and surrounding area with a number of incidents reported since the last Parish meeting. It is hoped that a general tidy up through out the Parish can be achieved via a community service initiative in conjunction with Colchester Council details of which were presented to the meeting by Councillor Kevin Bentley.  

PC Ian Lewis reported and the following issues were discussed: 

Following a number of incidents in the village over recent months two local youths have been found guilty at Harwich youth court and another given an official reprimand by the police. The Parish Council is to receive a minor compensation payment from H.M. Courts Service for damage at the Village Hall  

The need for more speed checks on the B1022 was again discussed and PC Lewis explained the rules for undertaking checks on this type of road.Stanway Traffic Police unit has been contacted regarding more checks.

The Chairman thanked PC Lewis on behalf of the Council for the police presence during Remembrance Day and the traffic control measures implemented during the minutes silence which was appreciated by residents who attended        

4. APPROVAL OF MINUTES – October 2007

The minutes of the meeting held October 2007 were then approved and duly signed by the Chair – Mrs. E Bowtle.  

5. MATTERS ARISING

 Erection of Hardys Green Notice Board—Still awaiting erection 

Over hanging trees and long grass verges –All parties contacted and work carried out or notice given that work has to be done within 28 days 

Grants-- £2040 from CBC Capital Grant Scheme for fencing—awaiting updated quote from Guildhall Services 

              £5910 from CBC Capital Grant Scheme to relay village car   park, extra – Work Completed, money requested from ECC and CBC 

Anglian Water donated sleepers to finish the edges of the car park- Press release issued to local press  

No Smoking Signs in the Bus Shelters— Metal sign purchased to be installed and photographed as requested at last meeting. 

Signs to keep dogs on lead and around perimeter of play ground—CBC new code of conduct regarding dog walking was discussed and the meeting agreed that owners should be allowed to continue to use the playing field to exercise their dogs. Owners are reminded however that dogs should be kept on a lead at all times and exercised around the perimeter of the field. Mess should also be cleared away by the owner. Residents are reminded that heavy fines can be imposed by the council should they fail to comply with these instructions under Health and Safety laws. 

Grass Cutting Quotes- Only one received which was £600 more than our present supplier 

Play Equipment Safety Checks—an Annual Inspection is booked for March 2008. Our insurance company is being contacted regarding their requirements for more formal inspections if any other than general reporting. 

Two new replacement cap ends fitted to the zig zag venture trail  

           Quote- still waiting for quote to repair play area bench though meeting decided that this was not a priority issue 

 Litter Bin for play area—Delivered awaiting installation 

 Qtly NAP Meetings- Awaiting feedback from next NAP meeting on 19 November 

 Parish Council Meetings 2008—Provisional meeting dates agreed, list at end of   these minutes 

 Parking restriction signs- Work now carried out and signs erected at the school. 

6. POST OFFICE CLOSURE

           The implications of a possible closure of Birch Post Office was discussed and various views expressed by residents present. Should closure at the village shop become a reality following the official consultation period it was agreed that if a suitable permanent venue was not available a mobile service possibly in conjunction with the visiting mobile police unit might be a viable alternative. It was also suggested that a number of larger post boxes may be required in key locations. The re-issue of plastic template letter sizes was also requested. The Parish Council will contact the Post Office regarding these and other residents concerns. 

7. B1022 POST OFFICE JUNCTION, VILLAGE SPEEDING

      No further news 

No further Volunteers have come forward for Speed watch Radar Checks  

Police contacted regarding speed checks on Maldon Road—these have been requested see also PC Lewis comments above  

8. LETTER ISSUES

 EALC re Post Office closure 

Post watch 

Anglian Water 

CBC Register of Interests 

Letter from Natalie Atkins regarding new Village Hall car park 

9. BIRCH PARK DAM/BRIDGE

      See also Cllr Crowe report above.  

10.  NEIGHBOURHOOD WATCH

Village Hall broken into, entry via roof in toilets, damage to internal doors—two arrest has been made and individuals taken to court—a further person cautioned—Parish may receive £30 compensation 

Hare Coursing still wide spread in Birch and surrounding area 

Play Equipment fence damage—a number of posts removed—awaiting quotes to repair damage 

Damage to a car in Mill Lane on 4 November 

Police Dog Unit called to new development next to surgery one person apprehended. 

Police called to a shelter near playing field—Mrs. Bowtle updated meeting but still awaiting more feedback from PC Lewis 

11. WEB PAGE

All material given to web editor, - Richard Prattle has asked for some one else to take over up dating the site and Luke Wyke is taking over as web editor. Site has been partly updated but will be revamped when Luke has had a hand over from Richard during November 

13. CORRESPONDENCE

 CBC Annual Accounts 2006/2007 

 Proposed Post Office closure- various updates 

 CBC Forward Plan Nov 07- Feb 08 

  Making Links Oct 07 

  ECC re primary school parking

14. PLANNING

Conservatory at “Westwood” Mill Lane -- approved 

Wind Turbine at Curates Cottage Hardys Green—now approved 

Birch School Windows and Doors—No details received 

15. BIRCH PIT

Mrs. Bowtle reported back that the consultation process was still being worked through and the next meeting would be in May 2008. At that time all interested parties could attend, tour the site and ask any outstanding questions 

16. ST PETER’S DEVELOPMENT

            All parties contacted a further application may be made in the not to distant future 

17. FLY TIPPING/LITTER ISSUES

Tipping occurred at Birch Road near to Layer de la Haye  

       Small amount of rubbish dumped at Birch Park 

       Tipping reported at Hardys Green 

        Fridge dumped at Layer Breton Heath 

18. PARISH COUNCILLOR RESPONSIBILITY AND REPORT

Lower Road has still not been resurfaced- Clerk to follow up. 

19. AOB

 Lottery Grant -- Should hear decision in early December further breakdown of expenditure requested by and given to the Big Lottery 

Tree planting and Hedge Planting Grant- £4424 applied for from Essex CC for the Village Hall and Play Area landscaping 

Village Car Park—Work completed –Donation of railway sleepers received from Anglian Water to finish off the border edging. 

New Notice Board—has been installed outside Village Hall 

   New Sign for Birch Village Hall —Awaiting Quotes 

   New Street Signs for Birch Village Hall—Clerk to contact Highways Dept for erection of new signs on health and safety grounds 

   Birch/Layer de la Haye Village Sign- Layer Parish Council has been contacted regarding a possible dual village sign to be erected on Birch Road. -- Clerk to contact ECC. 

   Grant Application—made to RCCE for lighting and or PA system for the Village Hall. Four prize grants are available up to the sum of £1000.Additional enquiry made by Clerk regarding other funding for the same projects. A request from the floor for the installation of a projector was noted. 

   Greenfield Houses—various problems reported to CBC who have visited and will carry out necessary remedial actions. 

    Clerk Salary Award for 2007-2008—set at 2.475% increase backdated to April 2007. = 22p extra per hour           

   AOB Closed Council Meeting 

EALC Code of conduct for meetings—was discussed and a decision made to allow parishioners the opportunity to participate through out the Parish meetings. This will be reviewed in future however if required. Future agendas will be modified to allow Councilors the opportunity to declare any conflict of interest to an agenda item but also to comment in advance of any discussions. 

   Village Hall—following discussion investigations will take place as to who owns the village hall site. It was agreed that ideally the site should be owned by the Parish Council and responsibility for day to day running of the hall should be delegated to a village hall committee by the Parish Council. At the same time income and expenditure operations should be maximized for the good of all those who live in the Parish. Following the investigation relevant action will be taken as required. 

            Date of next meeting will now be: Monday 3 December, 2007 @ 7.30 p.m.    

BIRCH PARISH COUNCIL MEETINGS 2008

All meetings are held at Birch Village Hall and start at 8pm

January 8

February 5

March 4

April 1 (to included end year meeting to start at 7.45pm)

May 6 (to included AGM to start at 7.45 pm)

June 3

July 1

August (no Meeting)

September 2

October 7

November 4

December 2