Theydon Bois Parish Council

Meeting of the Council held at
8 pm on Thursday 29th January, 2009 in the Village Hall

Present: Councillors Jones (Chair), Berry, Dodman, Emmett, Gooch, Hammond, Hannibal, Philip, Sowerby, Purkiss and Vincent.

65.   Chairman’s Welcome
66.   Apologies for absence. There were no apologies for absence.
67.   The Minutes of the General Business meeting held on 15th January 2009 were confirmed as a correct record.
68.   Declarations of Interest.

68.1 Cllrs Dodman and Berry declared a personal interest in item 10.1 on the Agenda by virtue of the fact that they live in Theydon Park Road.

70.1 The Clerk Reported on the following (copy appended to these Minutes):

(a) A Letter from Trevor Roberts, Local History Recorder, enclosing the 2008 Local History Report.
70.2 Cllr Jones thanked Mr Roberts for the considerable time spent on compiling this important record of Village history.

71.1 Cllr Jones reported that a great deal of work had been done by Councillors in conjunction with TBAG as it was felt that a joint submission would avoid confusion amongst residents and have a greater impact. Theydon Bois & District Rural Preservation Society has also signed up to the joint response. Meetings had been held to assist residents in completing the questionnaire. TBAG and residents groups have been seeking legal advice on the consultation proposals.

The joint submission was available for residents to sign up to at the conclusion of the meeting. This would not preclude residents from completing and submitting their own response to the questionnaire, copies of which were also available. Cllr Jones urged residents to encourage close friends and neighbours to sign up to the response. However, cold calling was not to be encouraged. Flyers had been circulated to every house in the Village as it was important to obtain as many responses as possible.

It was intended to hand over the joint response to EFDC on Monday 2nd February at 10.30 a.m. in the presence of Eleanor Laing, M.P.

72.1 The accounts up to 22nd January 2009, having been previously circulated, were approved.

The budget Theydon Bois Parish Council set for the new financial year represents the financial plans, policies and priorities for the coming year. When planning our budgets for 2009-10 we were aware of the financial strain that residents in the Village may find themselves in. We have kept increases on the running costs of the Parish Office to a minimum and will be seeking to make savings where we can. We have already secured a new contract for the printing of the Village News that represents a considerable saving. This will give the editor the flexibility to produce two full colour editions which will still represent a budgetary saving over the previous contract.

Theydon Bois Parish Council precept compares favourably with other Parishes. In 2008-09 Town or Parish Council precepts on a Band D property ranged from £11.69 in Stapleford Abbotts to £89.65 in Waltham Abbey. The Theydon Bois Band D property precept is currently £31.31, 2.2% of the total tax bill. However for 2009-10 we have prioritised our plans and implemented policies that require investment that can not be met from an inflation increase alone.

Last years precept was almost £62,000 that includes a payment of almost £35,000 for the Public Works Loan for the Village Hall. This leaves us with £27,000 to manage the running of the Parish Office and other responsibilities we have in the Village. We manage the cemetery and allotments, fund the CCTV, pay the insurance costs at the Playground, and organise the Village Tree Lighting Ceremony. We donate funds to the school for arts and crafts equipment and donate to many local charities including the Citizens Advice Bureau. We pay for the cutting of the grass on the Village Green, hedge cutting, contribute to the maintenance of the Churchyard and pay for the emptying of the dog bins. We have also contributed to the purchase of a new bus stop on the viaduct as well as providing new planters in Forest Drive and regular planting. We have to meet insurance expenses, pay for internal and external audits, membership of professional organisations as well as election expenses. We have resolved to contribute financially to Theydon Youth and have incurred legal expenses with regard to securing the Youth Club building. We also view and comment on all planning applications in the Parish. All this is managed with the help and assistance of eleven councillors that do so voluntarily and have elected not to be financially recompensed.

We have recently resolved to update the hardware and software in the Parish Office. EFDC will no longer be providing hard copies of plans for planning applications, to enable members to view plans on line when discussing applications, this has necessitated the purchase of Wi-Fi, a laptop and projector. We have also purchased new software and a laptop to enable the Burial Clerk to more efficiently manage the running of the cemetery. We have also purchased new finance software, as the provider no longer supported our old package and an upgrade was not recommended.

We are also looking at some refurbishment at the cemetery with new paths and some new planting. All of this new expenditure will be met from reserves.

The dramatic decrease in interest rates has necessitated we budget for a significant decrease in income derived from interest on our reserves. In addition to reserves for longer-term projects we also hold a percentage of our precept in reserve.

Budgetary increases for 2009-10 includes an increase in our training budget for both members and officers. There are plans for some improvements at the allotments as well as ongoing maintenance costs at the Cemetery. We have increased the budget for CCTV for both planned improvements to the current infrastructure as well as maintenance costs and have budgeted for improvements to the website.

However, the major increases in budget for next year come from two policy decisions. The Highways and Environment Standing Group will be carrying out a survey of all roads and pavements in the village to prioritise a list of potential works. We have budgeted £5,000 to enable us to, if possible, match fund with Essex County Council to secure these prioritised improvements. We have also budgeted £5,000 in the Planning budget should either of the two potential Gypsy and Traveller sites be selected and it becomes necessary for us to seek professional expertise with regard to a formal planning application.

These two major policy decisions, other priorities with regard to ongoing maintenance and upgrades of the CCTV and other more modest increases to our budgets necessitate that we increase the precept from £61,936 to £74,731. This increase represents an annual increase on a Band D property of £6.75, a weekly increase of 13 pence. In a bid to secure more funding the RFO and Chair of the Finance Committee will be specifically looking to supplement projects with grants.

Theydon Bois Parish Council hopes to deliver a quality cost-effective service, with a commitment to work at improving the village for the benefit of all.

73.1 Cllr Gooch reported that there had been twenty four applications since the last Public Meeting. It was the policy of the Parish Council to protect bungalows in the Village. Since 2005 14 bungalows have become large houses. Recently EFDC has granted consent at 43 Forest Drive to knock down a bungalow and replace it with a pair of semi-detached houses.

73.2 The Planning Committee has vigorously objected to an application at the Old Foresters site to create a commuter car park, the principle objection being its location in the Green Belt.

Cllr Vincent reported on the review of parking regulations in Theydon Park Road. He stated that overall a clear majority were in favour of retaining the yellow lines, the exceptions being at the beginning of the odd numbered side and at the higher end of the odd numbered side. In both cases the Parish Council accept there are exceptional circumstances.

It is the intention of the Parish Council to initially ask Highways to remove the yellow lines from the lay-by at the start of the odd numbered side and on the odd side only from number 67 to the unmade section of road. In the longer term we will be asking Highways to look at the lower end to see if there is a way to either increase the size of the lay-by or remove the lay-by and allow crossovers to the front gardens.

Cllr Vincent then reported on the review of parking regulations in Purlieu Way, Harewood Hill & Baldocks Road. He stated that although there have already been two opportunities to object to the installation of yellow lines, the Parish Council has been approached by a number of residents who missed the previous consultations and were unaware that the lines are coming to their street.
In our desire to ensure there is a fair and transparent opportunity for all the Parish Council are providing residents from those streets with one final opportunity to voice their objection before the lines are installed by replying to the Parish Office by the 6th February.

Cllr Purkiss reported that he was liaising with Essex Highways regarding some deep pot-holes in Coppice Row and damaged kerbing in The Weind. Priority is given to holes which are more than 50 mm deep.

A survey on speeding was carried out in Loughton Lane from approx 1100 hrs on 12 Jan, to approx 1400 hrs on 19 Jan, 6 full and 2 part days.

Total vehicles recorded 21678 northbound, and 18712 southbound
Mean average speeds were 39 mph northbound and 38 mph southbound

Whilst average speeds are the indicator for a speed limit, another measurement is the 85th percentile, ‘the speed at which 85% of vehicles are travelling at OR BELOW’. This shows an 85th%ile of 45mph northbound and 43mph southbound, which shows a good level of compliance when viewed against what we often see in these surveys.

76. Suspension of the Parish Council Meeting to allow members of the Public to put forward any other matters they would like the Council to consider.

76.2 A question was raised regarding the timetable for the installation of the new bus shelter on the Viaduct.

76.3 A question was raised about scheduling of police patrols and yellow lines in Coppice Row.

76.4 Concerns were raised about flooding on the zebra crossing and a suggestion was put forward to raise the kerbing in the vicinity. Cllr Vincent stated that Essex Highways had been contacted about the problem but no reply had been received. Cllr Purkiss stated that the City of London had previously partially addressed the cause of the drains silting up but the installation of a gulley would probably be required.

76.5 Further Highways problems were flagged up with a blocked drain in Woodland Way causing flooding and the constant stream of water flowing down the Abridge Road. Parish Council to contact Highways regarding these problems.

76.6 Dr John Warren asked for clarification on the guidelines for Councillors declaring an interest on items on the Agenda, which was explained by Cllr Hannibal.

76.7 Dr Warren then asked Cllr Hammond why he had not declared an interest at the Council meeting held in November regarding the £1,000 grant for the newly formed Theydon Youth group to assist with their set up costs and insurance, after a request for financial assistance from the group’s secretary. Dr Warren stated that Cllr Hammond’s daughter was Joint Chairperson of Theydon Youth and if he was in Cllr Hammond’s position he would have declared an interest. He asked if it had been an oversight on Cllr Hammond’s part.

76.8 Cllr Hammond responded that a great deal of volunteer time had been given by those organising the setting up of the Youth Group and by the Parish Council Youth Initiatives Task and Finish Panel. The facility would not only help the young people but would be of benefit to the Village as a whole.

76.9 Dr Warren stated he did not wish to make an official complaint at this stage but would be seeking further clarification on the matter from the Standards Board guidelines.

76.10 Concerns regarding the green areas and disappearing hedge at the bottom of Theydon Park Road by the ex local authority houses.

76.11 A question was raised regarding the possibility of a residents parking scheme in Theydon Park Road. Cllr Vincent responded that in such a scheme any resident could use any bay and would only apply between 8.00 a.m. and 4.p.m. The cost could be from £25 for the first car to £75 for the third car in a household. Theydon Bois is not currently under consideration for such a scheme.

76.12 Concern was expressed regarding builders vehicles blocking the pavement in Loughton Lane and obstructing the path, particularly for the children walking to and from Davenant School.

76.13 Appreciation was expressed for the good work carried out by Norman Riley in the Village.

Theydon Bois Village Web Site

Parish Council Minutes 2009

Theydon Bois Parish Council

70.1 The Clerk Reported on the following (copy appended to these Minutes):