Theydon Bois Parish Council

Minutes of the Meeting of the Parish Council held at The Village Hall at
8 pm on Thursday 26th November, 2009

Councillors Present:	Cllrs Jones (Chair), Philip, Gooch, Hannibal, Hammond, Vincent, Dodman
Apologies:	Cllrs Sowerby, Berry, Emmett, Purkiss, The Responsible Financial Officer, Greville Norman
Officers Present:	Sally Crone

148.	To Receive Apologies for Absence
148.1	Cllrs Sowerby, Berry, Emmett, Purkiss, Greville Norman.  Cllr Jones explained that the RFO, Greville Norman had suffered a recent bereavement and that all Parish Councillors wished to extend their sincere condolences to Greville at this time
149.	Declarations of Interest (existence and nature) with regard to items on the agenda.  Members of the Council are subject to the Local Authorities (Model Code of Conduct) Order 2007 (S.I.2007/1159) (The Revised Code)
149.1	None
150.	Public participation session with regard to items on the Agenda
150.1	A resident referred to item 10.1 on the Agenda and to the fact that he had raised the issue of the colouration of the deer on the proposed logo at the previous Council Meeting held on 12th November.  The resident mentioned that in response to his previous query he had been advised that further changes to the logo could result in additional costs for the Council.  The resident wished to voice his opinion that any additional cost would be defrayed over a long period given that the logo would be in place for many years.
151.	Correspondence – Clerks Report
151.1	The Clerk read out the attached Report
152.	To discuss and approve the Minutes of the Parish Council Meeting held on 12th November, 2009
152.1	The draft Minutes of the Parish Council Meeting held on 12th November, 2009 were approved and signed by the Chair.
153.	Community Initiatives
153.1	Cllr Jones reported that the Council had received verbal indication that Essex County Council would bear the cost of the stamp duty of £9000.  The Council’s Solicitor presently awaits draft contract from Essex Legal Services and this is being chased.

153.2	Cllr Jones reported that the Community Initiatives Task and Finish Group of Parish Councillors had met with a view to completing a draft Business Plan for the operation of the proposed Community Building and that Cllrs Emmett and Hammond, assisted by the RFO hoped to be in a position to present draft Business Plan at the Parish Council Meeting to be held on 10th December. Cllr Hammond arrived at this point with apologies for his late arrival
153.3	Cllr Hammond explained that the Council had been discussing the possibility of setting up a Charity to manage the Community Building and Scout Hut Land in the future and that it had been decided to proceed with this in tandem with the purchase- this would also enable fund raising to commence. Preliminary advice had been obtained from Lindsay Driscoll Solicitor of Bates Wells & Braithwaite London LLP. Authority is now sought to waive Financial Standing Order 10.4 which requires the Responsible Financial Officer to obtain three quotations to be obtained for services greater than £1000.  The waiver of the Council’s Standing Orders will enable the Council to appoint a Solicitor who is an expert in her field of Charity Law and who also has in depth knowledge of the village.  The relevant solicitor has already kindly given preliminary information to the Council free of charge and for reasons of continuity it is also thought to be sensible to retain her as the Council’s adviser in this regard.
153.4           153.5	Resolved: That Financial Standing Order 10.4 is waived to enable the use of Lindsay Driscoll of Bates Wells & Braithwaite London LLP to advise the Council in relation to the creation of a charity Proposed by: Cllr Hammond Seconded by: Cllr Gooch Carried unanimously Resolved: To appoint the firm of Bates Wells & Braithwaite London LLP to advise the Council in relation to the creation of a charity with the intention of proceeding to set up such charity in connection with the future management of the proposed Community Centre/Scout Hut Site” Proposed by: Cllr Hammond Seconded by: Cllr Gooch Carried unanimously
154.	Finance
154.1	Cllr Dodman explained that the draft budget proposals had been slightly delayed due to the absence of the RFO but that it is anticipated that the draft budget for the Council’s 2010/11 budget would be submitted to Councillors for discussion at the next Council Meeting on 10th December and for final approval at the Council meeting on 28th January, 2010. Draft budget figures had been previously circulated to Councillors and comments invited.
154.2	The payments made since the last meeting on the attached list were approved for payment
154.3	Cllr Jones expressed her thanks to Cllr Dodman and the RFO for all their work in the preparation of the Council’s draft budget for 2010/11.

155.	Highways and Environment
	Cllr Philip reported as follows:
155.1	With reference to Minute Reference 120.1 the 30m of diamond rail fencing
	has now been delivered and installation date is awaited from Essex Highways
155.2	The Local Highways Panel of which he and Cllr Purkiss are members had met on 24th November at Epping Forest District Council. Members had received a presentation on the Essex Highways Maintenance Strategy as it relates to Epping Forest District together with a Local Highways Panel Report from the Essex Highways Officer. The intention of the latter was to provide Members with a report on Highway issues within Epping Forest District and to provide sufficient information on schemes so that decisions on local priorities can be made. Members had also received a Report on the Programme of Works 2009/10 which has almost been completed. The Community Initiatives Fund (Highways) 2008/9 had been discussed. The schemes within Theydon Bois are now complete.  In relation to the CIF (Highways) for 2009/10, Officers have received a total of 20 applications from the Epping Forest District of which 9 relate to Theydon Bois and Cllr Philip paid tribute to the Highways Panel of the Council, chaired by Cllr Purkiss for their efforts in this regard. The target date for installation of the new VAS sign for Piercing Hill is December 2009. The Programme of Works for 2010/11 had also been discussed together with the system of classification for proposed highways works and how there are prioritised.  Three items of work within the Parish have been designated Class 1and these concern; Abridge Road, Forest Drive and Avenue of Trees.
155.3	Cllr Vincent reported that he and Cllr Purkiss had met with Essex Highways to discuss drainage issues on the Village Green as little had happened since their last meeting 8 months ago.  There is some difficulty in resolving this given that the land is owned by City of London and City of London are required to do the work.  It is to be hoped however that this will be resolved shortly.
156.	Planning
156.1	Cllr Gooch reported that the Planning Committee of the Parish Council had reviewed nineteen Planning Applications since the Parish Council Meeting on 24th September. Of these the Committee had objected to seven Applications. In particular Cllr Gooch mentioned the following Applications: Application Number EPF/1772/09 re Change of use of existing buildings to B1 (Light Industrial) and B8 (Storage) uses and alterations to provide flat roofs to open storage area at Blunts Farm Coopersale Lane to which the Planning Committee had strongly objected and which had been subsequently refused by Epping Forest District Council; and Application Number EPF/1955/09 re Change of use from A1 (Shop) to shared A1/A2 (Shop and Financial &      Professional Services) at 12 Coppice Row to which the Planning Committee had objected and which had subsequently been withdrawn by the Applicants.
156.2	Cllr Gooch confirmed that response had been submitted to The East of England Regional Assembly in respect of the consultation on a partial review of the East of England Plan with a view to rolling the plan forward until 2031.  The review is mainly about new options for housing growth.  The Council had taken the view that any such expansion of housing growth should be infrastructure led and it is therefore very supportive of Epping Forest District Council’s suggestion that a fifth scenario be tested and examined along the lines of the “Realistic Assessment of Infrastructure Provision”. The Council had also made it clear that its key consideration in reviewing the East of England Plan is the protection of the Green Belt.

157.	Communications
157.1	Cllr Hannibal explained that the intention behind the commissioning of the logo had been to adopt a suitable emblem for the Parish Council.  Initially a black-lined drawing based on the village shield had been prepared but it had then be decided to add colours and computer/printer glitches had meant that differences in colouration had been identified according to where the logo was printed out.  A local resident, Jim Watts had kindly agreed to help resolve this issue and it was now proposed to adopt a deeper brown colouration for the deer on the logo as previously circulated to Councillors. Resolved: That in principle the Council agrees to adopt the attached logo with the deepness of brown colouration for the deer as shown and will proceed to finalise the logo for the Parish Council on this basis. Proposed:  Cllr Hannibal Seconded: Cllr Philip Carried unanimously
157.2	Cllr Dodman reported that the Parish Council Surgeries are continuing on the first Monday of the month from 5.30pm until 7pm.  The next Surgery will take place on 7th December and this will be attended by Cllrs Jones and Emmett. The Neighbourhood Action Panel has been trying to arrange for the Police to hold a Surgery to coincide with the monthly Parish Council Surgeries and they are hoping that this may come to fruition with effect from February 2010.
157.3	Cllr Jones reported that the Parish Council Meeting Dates for 2010 had been set and were all as previously advised to all Councillors.  Meetings would revert to one per month with Meetings with public participation to take place on alternate months.
158.	Village News
158.1	Cllr Jones reported that the Village News Committee are pleased to report that new Sponsors have been found and that the December 2009 edition will be published in full colour for the first time. Cllr Jones expressed her thanks to the Village News Committee for all their work in the production of the magazine.
158.2	Cllr Jones reported that new volunteer distributors are needed for the distribution of Village News in Woodland Way and Slade End in particular and if any resident is able to assist then they should contact the Parish Office.
159.	Provision for the Elderly
159.1	Cllr Dodman reported that the Council held its second elderly and less mobile ‘afternoon tea’ event on 20th November. Thirty local residents sat and enjoyed some homemade cake whilst watching a drama performance entitled ‘Bogus Callers’ by the Roding Valley U3A group. It is proposed that these events should continue in 2010 on a quarterly basis on the following dates: Friday 12th March, Friday 11th June, Friday 17th September and Friday 26th November. Anyone wishing to volunteer to help with these events would be most welcome.

160.	Christmas Tree Lighting Ceremony
160.1	Cllr Jones reported that arrangements were in hand for the Ceremony which will take place on Friday 5th December at 6.30pm.
161.	Reports from Representatives
161.1	Cllr Hammond reported that in relation to the Cemetery, daffodil bulbs had been purchased and planted and an entrance barrier to hopefully deter fly-tippers and with the name of the Cemetery above was about to be installed.
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161.2	Cllr Gooch reported that as Governor of Theydon Bois Primary School he had noted that the School had undertaken various activities in relation to Remembrance Day including the observing of the two minute silence and the laying of a wreath and he would like to commend the Head Teacher and her Staff.
162.	Any Other Urgent Business for report (without decision)
162.1	There were none.
163.	Public participation session – Open forum for members of the public to voice their views or make suggestions on any other Council Business or matters of local importance
163.1	A resident advised that there had been a recent fly-tipping incident at St Mary’s Church.  Cllr Hammond mentioned that the Council has some spare signs provided by EFDC which he would be happy to make available to the Church Wardens upon request.
163.2	A resident voiced concern about the inadequate street lighting on the corner of Station Approach and Forest Drive and also in the vicinity of the Zebra Crossing in Coppice Row.
163.3	A resident asked Cllrs Philip and Gooch for an update in relation to the Gypsies and Travellers issue.  Cllr Philip reported that EFDC has decided not to put the draft Sustainability Appraisal and Strategic Environmental Assessment of the Options Consultation Document out for public consultation pending further legal advice being taken. In view of the lack of any clear guidance from either Go-East or the Government EFDC is keen to ensure that it is acting correctly and within the Law. Cllr Gooch said that he had nothing to add except that at the Planning Meeting immediately prior to this Meeting the Planning Committee had reviewed EPF/2117/09 re Change of use of grazing land into stables and ménage with ancillary accommodation at the Grazing land adjacent to Broadlawn Coopersale Lane (which is one of the proposed sites under EFDC’s Consultation Document) and had decided to object to the application on similar grounds to the Council’s objections to the use of the site as a Gypsies and Travellers site and principally on Green Belt grounds.  The issue was otherwise a “watching brief” with regard to EFDC at present.

163.4	A resident mentioned that it had come to his attention that Mr Michael Chapman, former resident and Vice- President of Theydon Bois and District Rural Preservation Society had recently been appointed as the new Verderer of Epping Forest.  Cllr Jones confirmed that this had been noted.
163.5	A resident queried the format of Parish Council Meetings. Cllr Jones reiterated that all Parish Council Meetings are open to the public and that a notice would be placed on the Village Notice Boards to this effect.  At alternate Meetings the public are also invited to participate and give views on items both on the agenda and arising generally.  That said as Chair Cllr Jones confirmed that she had always maintained that she would not prevent a member of the public from speaking at any Parish Council Meeting if it was appropriate for them to do so.
164.     164.1	Pursuant to section 1(2) of the Public Bodies (Admissions to Meetings) Act 1960 it was resolved that because of the confidential nature of the business to be transacted the public and press leave the meeting during consideration of the following item of business: CCTV Cllr Vincent advised that three estimates for the renewal of the village CCTV maintenance contract had been obtained as previously circulated to all Councillors and that he had also provided summary of these estimates again as previously circulated to all Councillors Resolved: That the Council appoint Theydon Property Services for a one year contract per the attached quotation dated 20th October with effect from 30th November 2009 but subject to the Council first receiving confirmation of the Contractor’s trading status with revised estimate on appropriate letterhead. Proposed: Cllr Vincent Seconded: Cllr Philip Carried unanimously  It was also agreed that there is a need for the Council to check that the requirements of the Data Protection Act are being complied with and to investigate the quality of the pictures being provided by the present system and these issues would be looked into by the CCTV Standing Panel in due course.

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Theydon Bois Parish Council

Minutes of the Bi-Monthly Meeting of the Council held at
8 pm on Thursday 24th September, 2009 in the Village Hall

Councillors Present:	Cllrs Jones (Chair), Phillip, Gooch, Hannibal, Sowerby, Hammond, Berry, Emmett, Vincent
Apologies:	Cllrs Dodman and Purkiss
Officers Present:	Sally Crone

93.	To Receive Apologies for Absence
	The Clerk reported that she had received apologies for absence from Cllrs Dodman and Purkiss
94.	Declarations of Interest (existence and nature) with regard to items on the agenda.  Members of the Council are subject to the Local Authorities (Model Code of Conduct) Order 2007 (S.I.2007/1159) (The Revised Code)
	None
95.	Public Participation session with regard to items on the Agenda
	No such matters were raised by members of the public in attendance
96.	Correspondence – Clerks Report
96.1	Letter from The Woodland Trust dated 7th September 2009
97.	To discuss and approve the Minutes of the Parish Council Meeting held on 27th August, 2009
97.1	The draft Minutes of the Parish Council Meeting held on 27tth August, 2009 were discussed.  Cllr Emmett stated that he was not happy with draft Minute reference 86 and wished to have it formally recorded that he had abstained from the relevant vote due to his suspicion regarding the estimate provided by Hayden & Wright.  He also wished to have it formally recorded that he considered that he had not received a satisfactory answer to his email of  6th September, 2009 which he had circulated to all Councillors in which he had set out his concerns about the estimate. The latter was disputed by Cllr Hannibal who stated that he considered that satisfactory response to the issues raised had been sent to Cllrs Emmett and Dodman on 28th August, 2009 and that no further comment had been warranted.  Cllr Jones emphasised that as the value of the relevant contract did not exceed £1000 in any event that the estimate of Hayden & Wright had in fact been dismissed and was not relied upon by Councillors when reaching their decision.  It was agreed that the draft Minutes of the Parish Council Meeting held on 27th August, 2009 be amended as set out above on a show of hands Cllrs Gooch and Hammond abstained as did Cllr Phillip who commented that he had been unable to attend the Meeting of 27th August.  Cllr Jones did not vote.  Cllrs Emmett, Sowerby, Vincent and Berry voted in favour of the amendment and the amendment was therefore carried.

98.	Community Initiatives
98.1	The Clerk reported that the Parish Council presently awaits reply from the Department of Communities and Local Government in respect of the Application for Borrowing Approval/Loan Sanction regarding the proposed Public Works Loan.  Queries had been raised by the officer dealing and the Parish Council had responded promptly and final decision is awaited awaited.
98.2	The Clerk reported that reply was awaited from Essex County Council in respect of the Parish Council’s request for a discount to cover the cost of the stamp duty which would otherwise be payable by the Parish Council on completion of the purchase said request having been made in the Parish Council’s letter of 30th July, 2009. This was being actively chased and the officer dealing at Essex County Council had indicated that response was awaited from the relevant Portfolio Holder.
98.3	Cllr Hammond reported that he was delighted to confirm that following recent meeting of the Village Association held on 22nd September, 2009 that he had received verbal confirmation that the Trustees had voted unanimously in favour of a substantial donation in respect of the acquisition of the former Youth Centre site by the Parish Council.
98.4	Cllr Hammond explained that the Parish Council was seeking specialist advice in relation to the proposed structure of the transaction and meeting with the relevant professional was being arranged.
99.	Development Plan Provision for Gypsies and Travellers in Epping Forest District
99.1	Cllr Phillip reported that the Local Development Framework Cabinet Committee EFDC had met on 10th September, 2009 and had discussed the draft Sustainability Appraisal and Strategic Environmental Assessment of the Options Consultation document for new pitch provision for Gypsies and Travellers.  The Committee had recommended that the document should not be consulted upon until a revised timetable had been received from the Government Office for the East of England (Go-East).  It had also been noted that some nine weeks had passed since the last meeting with Go-East regarding a revised timetable for the Gypsy and Traveller Development Plan Document and response was still awaited.
100.	Finance
100.1	Cllr Phillip reported that the Finance Committee had met on 17th September, 2009 and it had been agreed that Councillors especially Chairs of Committees, Standing Panels and Task and Finish Panels should submit their bids for expenditure for 2010/2011 by 31st October, 2009 with a view to all budgets being finalised by 31st December, 2009.  The next meeting of the Finance Committee would take place on 15th October, 2009.
100.2	The payments made since the last meeting were approved in accordance with Appendix 2 attached hereto it being noted that with regard to the payment of £7305.38 to be made to Littlethorpe of Leicester in respect of the Bus Shelter, that Essex County Council had agreed to reimburse the Parish Council the sum of £622 of this total amount.
101.	Parking/Highways and Environment
101.1	Cllr Vincent provided report as attached in respect of recent meeting of the Parking Task and Finish Panel

101.2	Cllr Vincent reported that the Highways and Environment Standing Panel had recently held very useful meeting and notes of this meeting are attached.
101.3	Cllr Phillip reported that following the introduction of the new food and garden waste wheelie bins by EFDC some residents with large gardens had expressed concern about the amount of their garden waste they will be able to recycle using the new bins.  At a recent Cabinet Meeting it had been agreed that in exceptional circumstances those with very large gardens might be entitled to a second food and garden wheelie bin following an individual assessment. Anyone so affected should contact EFDC
101.4	Cllr Berry reported that following an enquiry from an elderly and disabled resident she had ascertained that assisted collections may be available from EFDC.  Anyone so affected should contact Marianne Hardy at EFDC for the relevant form
102.	Planning
101.1	Cllr Gooch reported that the Planning Committee had considered seven applications since the last Bi-monthly Parish Council Meeting held on 30th July, 2009.  Of these applications the Planning Committee had objected to two applications concerning an extension at 20 Elizabeth Drive where concern had been expressed regarding the bulk of the proposal and in relation to 49 Dukes Avenue, due to the concept of the bay window overlooking to the side and rear.
103.	Communications
103.1	Cllr Hannibal reported that the completion of a new logo for the Council has been delayed due to the Artist falling ill but this should move ahead again shortly with revised drawing. He also reported that a young recruit has now been identified to assist with maintaining our village website news pages.  A training meeting is to be arranged and hopefully this will then lead to the re-launch of a Youth Groups web page.  Also, the Council is seeking to add further Parish Council documentary reports to the village website so that they are more easily and freely available to the public as well as a list of further documents that are available for viewing by appointment under the Freedom of Information Act or at a supplied copy cost.
103.2	Cllr Sowerby reported that the Parish Council “One to Ones” were continuing and the next one would be held on Monday 5th October from 5.30pm until 7pm at the Village Hall and all residents are encouraged to attend with any issues they wish to raise.
104.	Risk Management
104.1	Cllr Berry reported that following a note on the Auditor’s Report a group of Councillors were looking at the issue of a Risk Assessment Policy for the Council.  Risk areas had been identified and template drafted ready for individual groups to review in respect of their relevant areas of responsibility
105.	Provision for the Elderly Afternoon Tea Event
	Cllr Sowerby reported that the Parish Council’s second Afternoon Tea Event for the elderly and less mobile residents of the village will take place on Friday 20th November from 3pm until 5pm.
106.	Staff Matters

	Resolved: that Sally Crone be appointed Clerk to the Council and Greville Norman be appointed the Council’s Responsible Financial Officer with immediate effect
	Proposed: Cllr Jones Seconded: Cllr Phillip
	Carried unanimously
107.	Reports from Representatives
107.1	Christmas Tree Lighting Ceremony Cllr Jones reported that the Parish Council’s Christmas Tree Lighting Ceremony for 2009 will take place on Friday 4th December, 2009  The committee would welcome any volunteers to assist with this event.
107.2	Buxton Trust
	Cllr Hannibal reported that generally speaking the Trust is doing well although there are some difficulties in relation to its income levels. Thanks to recent fundraising drive initiated by the Chairman of the Trust however some £3000 has been donated thus enabling the doors and windows at the Cricket Pavilion to be replaced.  The National Playing Fields Association is also proposing to make a grant of £1000 which would constitute the largest grant ever made under the Small Grants Fund which is obviously very pleasing.
107.3	Stop Stansted Expansion
	Cllr Berry reported that BAA’s appeal against the Competition Commission’s ruling that Stansted must be sold will be heard on October 19th.  The public inquiry into a second runway was postponed until the outcome of that appeal, which is likely to last for four days with a decision possibly before Christmas.  BAA’s draft Noise Action Plan consultation closes in just two weeks and replies – either posted or completed online – need to be received by the end of Friday 2 October, 2009.  Cllr Berry reported that she had reviewed the relevant Noise Action Plan and did not feel that Theydon Bois is particularly affected but any resident concerned about these issues should refer to SSE’s website @ www.stopstanstedexpansion.com for further information.
108.	Any Other Urgent Business for report (without decision)
108.1	Cllr Hannibal reported that representative from The Woodland Trust would be the guest speaker at the forthcoming Meeting of Theydon Bois & District Rural Preservation Society on 1st October.
108.2	Cllr Phillip reported that following a motion he had brought regarding the Sustainable Communities Act EFDC are setting up a Task and Finish Panel to see what needs to be done in Epping Forest in order that use can be made of this legislation and he will be chairing the Task and Finish Panel
109.	Public Participation Session – Open Forum for members of the public to voice their views or make suggestions on any other Council Business or matters of local importance.

109.1	A resident explained that she objected to the fact that pensioners boarding the underground at Theydon Bois have to pay fares

109.2	A resident enquired about the absence of double yellow lines on the corner of the junction of Morgan Crescent and Piercing Hill.  Cllr Vincent confirmed that it had been noted and the matter would be discussed at the next Parking Task and Finish Panel Meeting.
109.3	Cllr Roland Frankel referred to the Localism Initiative – Local Highways Panel of which he together with Cllrs Purkiss and Phillip are members and to the fact that the Community Initiatives Fund (Highways) is now open for bids.  Cllr Phillip confirmed that the Highways and Environment Standing Panel intended to meet shortly to discuss the application.
109.4	A resident expressed his pleasure that the Council were looking at setting up a charity to run the former Youth Centre site and commented that it should be referred to as the former Youth Centre and Scout Hut site.  Cllr Jones explained that the Council preferred to use the term “Community Centre” reflecting the intended future use of the site and this did of course also include the Scout Hut premises.
	The Meeting closed at 9.10pm

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Theydon Bois Parish Council

Minutes of the Bi-Monthly Meeting of the Council held at
8 pm on Thursday 30th July, 2009 in the Village Hall

Councillors Present:	Cllrs Jones (Chair), Gooch, Hannibal, Philip, Sowerby, Berry, Emmett
Apologies:	Cllrs Purkiss, Vincent, Dodman, Hammond
Officers Present:	Sally Crone

48.	To Receive Apologies for Absence
	The Clerk reported that she had received apologies for absence from Cllrs Purkiss, Vincent, Dodman and Hammond
49.	Declarations of Interest (existence and nature) with regard to items on the agenda.  Members of the Council are subject to the Local Authorities (Model Code of Conduct) Order 2007 (S.I.2007/1159) (The Revised Code)
49.1	Cllr Gooch declared a personal and prejudicial interest in item 17.1 on the Agenda by virtue of the fact that his wife is an employee of Foskett Marr Gadsby & Head LLP, one of the firms of solicitors requested to provide a conveyancing estimate
49.2	Cllr Jones declared a personal and prejudicial interest in item 17.1 on the Agenda by virtue of the fact that her husband is a Partner in the firm of Foskett Marr Gadsby & Head LLP, one of the firms of solicitors requested to provide a conveyancing estimate
49.3	Cllr Philip declared a personal non-prejudicial interest in item 17.1 on the Agenda by virtue of the fact that Foskett Marr Gadsby & Head LLP, one of the firms of solicitors requested to provide a conveyancing estimate had acted for him in relation to a domestic conveyancing matter on a previous occasion
50.	Cllr Jones (Chair) announced her intention to open up the Meeting at this point to enable members of the public to speak on any matters appearing on the Agenda
	No such matters were raised by any members of the public
51.	Cllr Jones (Chair) announced her intention to reconvene the Meeting
52.	Correspondence – Clerks Report
52.1	Letter received from the Rural Community Council of Essex dated July 2009 regarding the Calor Essex Village of the Year and Best Kept Village Competition
52.2	Timetable received from Essex County Council regarding the timetable of the Mobile Library Service July-December 2009
52.3	Invitation received from Epping Forest District Council re Partner Open Day for information on new Food and Garden Recycling Service

53.	To discuss and approve the Minutes of the Full Council Meeting held on 16th July 2009
53.1	The Minutes of the General Business Meeting held on 16th July, 2009 were confirmed as a correct record save that Cllr Philip pointed out that it had been agreed that the Council should review the annual payment to the Horticultural Society in respect of engraving fees for the cups awarded in the Society’s annual Front Gardens Competition and the Minutes were duly amended and signed on this basis
54.	Community Initiatives
54.1	Cllr Jones reported that the article in the June edition of Village News in connection with the proposed purchase of the former Youth Centre site had invited residents to comment on the proposal. Following this public consultation exercise 17 letters of support had been received by the Council together with a petition signed by approximately 144 residents all in favour of the proposal to purchase the site by way of Public Works Loan.  To date no letters against the proposal had been received.
54.2	Cllr Jones explained the background to the Public Meeting on 17th July.  At the Parish Council Meeting of 16th July it had been decided that the proposed purchase should proceed in the name of the Parish Council.  The main reasons for this decision were to avoid the unnecessary delays and complications which could have arisen if the purchase had gone ahead in the name of the Village Association. With this structure there would then have been an additional layer of legal documentation and formalities to be addressed.  It was agreed at the Council Meeting of 16th July that the proposed Public Meeting on 17th July should still go ahead.  This meeting had been attended by three members of the public, all of whom are involved with Youth provision in the village and the attendees received debrief on the relevant decisions taken at the Council Meeting on 16th July.  Cllr Jones stressed that the Parish Council are keen to attract a cross-section of villagers interested in helping to run the proposed community building.
54.3	Cllr Jones reported that the survey and valuation reports commissioned by the Parish Council from Brian Dadd Commercial had been circulated to all Councillors for review.  She therefore invited comments from Councillors on the contents of the reports. Cllr Emmett commented that there is limited storage space in the former Youth Centre building and that this would make it difficult for regular users to store equipment and contrasted the situation with the Scout Hut.  He also queried whether the surveyor had factored into his valuation the effects of the proposed restrictive covenants as to user to be imposed by Essex County Council and suggested that clarification be sought from the surveyor.  Cllr Philip said that he had noted that although the site had been valued at £300,000 that the reinstatement value attributed to the building was £570,000 and so he wondered whether the valuation figure may in fact be understated. It was agreed that the Clerk should write to Brian Dadd Commercial for clarification regarding the basis of the valuation as raised by Cllr Emmett
54.4	It was agreed to send the draft letter (in the form annexed hereto) prepared by the Clerk to Essex County Council requesting assistance in funding the Stamp Duty Land Tax associated with the proposed purchase and seeking interest free loan/deferment terms as to the payment of the purchase price.
54.5	Pursuant to Minute Reference 37.9 of the Council Meeting held on 16th July the Application for Borrowing Approval was signed by the Chair and it was agreed that the Clerk should submit the Application to Essex Association of Local Councils

55.	Finance
55.1	The Annual Accounts for the year ended 31st March, 2009, same having been approved and adopted at the General Business Meeting of the Council on 25th June, 2009 (Minute Reference 22.3) were duly signed by Cllr Jones (Chair)
55.2	Cllr Jones reported that Cllr Dodman (Chair of the Finance Committee) and the Responsible Financial Officer had recommended that the maturing funds held with Co-op should be rolled over for a further three months at an interest rate of 0.28% per annum.
	Resolved: that the Council do approve the recommendation of the Chair of the Finance Committee and the Responsible Financial Officer and instructions be given to Co-op to rollover the maturing funds for a further three month period at 0.28% per annum Proposed:  Cllr Jones Seconded:  Cllr Philip Carried unanimously
56.	Standing Orders
56.1	Cllr Hannibal reported that he had previously circulated revised draft Standing Orders to all Councillors and it was noted that the Council reviews its Standing Orders on an annual basis.  Cllr Hannibal drew Councillors attention to the fact that the Orders provide that at any time during a Council Meeting the Chairperson may exercise at their sole discretion a permission for members of public to speak in regard to specific agenda items. Cllr Jones (Chair) confirmed that she had in fact exercised this discretion in the past and that any member of the public is also always welcome to make comments to any Councillor before meetings.  Cllr Philip commended Cllr Hannibal for all his work in re-drafting the Standing Orders.  Cllrs Sowerby and Berry expressed some concerns and Cllr Emmett reiterated that he remained unhappy as to whether this would limit the amount of public involvement on these terms. After some discussion the following resolution was proposed: Resolved: that the Council adopt Standing Orders Issue 9 Draft 2 Proposed: Cllr Hannibal Seconded: Cllr Gooch Vote: 4 in favour (Cllrs Hannibal, Gooch, Philip and Jones), 2 abstentions (Cllrs Berry and Sowerby), 1 against (Cllr Emmett)
57.	Highways and Environment
57.1	Best Kept Village Competition 2009 Further to the Clerks Report Cllr Jones expressed her thanks to Cllr Purkiss for his work in preparing the application forms for the annual RCCE Best Kept Village Competition and to residents for their help in achieving the Merit Award
57.2	New EFDC Refuse and Recycling Arrangements Cllr Philip reported that residents should have received a letter from EFDC Waste and Recycling Team outlining the new arrangements which will come into effect in September together with a bin handle holder with information. A rough poll of those residents present at the Meeting indicated that one household was in receipt of the letter and slightly more than 50% of those present had received the bin handle holder.  An article in the summer edition of the Forester gives more information and the Council’s website will also provide a direct link to information. When the new containers are delivered during August a full information pack will be included. The majority of households will receive a second wheelie bin with a green lid and a kitchen caddy but for those properties where this is completely impractical kerbside caddies will be available for food waste only.  The distribution to residents of the new food and garden wheelie bin and kitchen caddy will start week commencing 3rd August. A series of road shows are being held across the District where residents will be able to see the new wheelie bins and caddies. Staff will be on hand at the road shows to explain the new system and to answer residents’ questions.  The dates for Theydon Bois Wheelie Bin Road shows which will be held in the Village Hall Car Park are as follows: Saturday 15 August 2009 from 10am to 1pm Wednesday 9th September 2009 from 5.00pm to 8.00pm
57.3	Local Highways Panel Initiative
	Cllr Philip reported that the newly established Epping Forest District Local Highways Panel had held its first meeting on 21st July. This Panel had been established under Essex County Council’s Localism Agenda and a number of districts had set up pilot schemes under this Localism Initative. The Panel will make recommendations to Essex County Council Cabinet Member for Highways and Transportation.  The village is well represented on the Panel as Cllrs Frankel, Philip and Cllr Purkiss are members, Cllr Purkiss having been appointed Parish Representative for Epping Forest District Eastern Area.  Clarification is awaited as to whether Parish Representatives on the Panel will have the benefit of voting rights.
57.4	Bus Shelter
	Cllr Jones reported that the latest estimated date for installation of the new Bus Shelter on the viaduct is the first week of August 2009
57.5	Elizabeth Drive – Refurbishment Cllr Hannibal reported that pursuant to the Council’s “highways matched funding initiative” with Essex County Council that the footpaths in Elizabeth Drive are presently being refurbished
57.6	Dog Bin Collection Contract
	Cllr Jones reported that letter had been received from Epping Town Council enquiring whether the Council would be interested in extending the dog bin collection contract administered by Epping Town Council for a further period of two years.  It was agreed that the Clerk should send letter to Epping Town Council expressing interest in such contract extension
58.	Planning
58.1	Applications Since the Last Meeting
	Cllr Gooch reported that since the Council Meeting on 28th May the Planning Committee had considered 20 Planning Applications of which 8 had been objected to.  Of these Cllr Gooch referred in particular to the application for the new dwelling on land to the rear of Rozel/Branscombe, Loughton Lane, where there were concerns regarding the access arrangements for the proposed new dwelling and the application for installation of raised patio with balustrade and awning at the  Indian Ocean Restaurant
58.2	Gypsies and Travellers Consultation Process
	Cllr Gooch reported that as recently reported in the Epping Forest Guardian   the policy for the East of England has just been published and the requirement for the Epping Forest District remains at 34
58.3	Blunts Farm/Commuter Car Park Planning Appeal/ Public Enquiry
	Cllr Gooch reported that the Council had received notice of appeal to the Planning Inspectorate against the refusal by Epping Forest District Council for the provision of a commuter car park on land off Abridge Road.  The Appeal will be dealt with by way of Public Inquiry which has been scheduled to be heard on 20-22 October 2009.
59.	Communications
59.1	Office Broadband
	Cllr Gooch reported that NTL had attended and laid new broadband cable connection. There had been some problems with the installation but speeds were much improved. Cllr Gooch stated that he wished to convey his apologies on behalf of the Council to the Village Association in respect of the problems with the installation and he confirmed that he had lodged formal complaint with NTL and their response is awaited. There was a need for the Council to agree upon a new email address and Cllr Jones pointed out that there is an existing domain name of theydon.org which could be used and this has the advantage that residents are familiar with it.  Cllrs Philip & Sowerby stated that they had a preference for the use of a .gov.uk domain name.  After some discussion the following resolution was proposed: Resolved: That the Council set up and proceed to use a .gov.uk email address Proposed: Cllr Philip Seconded: Cllr Hannibal Vote: all in favour with the exception of Cllr Jones who did not exercise her vote
59.2	Parish Council Surgeries
	Cllr Sowerby provided report as attached
59.3	Local History Report Handover to Epping Forest District Museum
	Cllr Jones reported that she had attended handover by the Parish Council of a set of the Local History Reports prepared by Trevor Roberts covering the period 1996 to the present. Cllr Jones had presented the reports to Cllr Penny Smith, Chairman of Epping Forest District Council for retention by the Epping Forest District Museum in Waltham Abbey for inclusion in the Museum’s Local History Archive. The handover had been attended also by Mr Roberts and by Tony O’Connor from the Museum.  In future the Reports would be handed over to the Museum annually.  The Museum’s local history records can be viewed by appointment.
59.4	Communications Task and Finish Panel Report
	Cllr Hannibal provided report as attached

60.	Risk Management
60.1	Cllr Berry provided report as attached
61.	Provision for the elderly Afternoon Tea Event
	Cllr Sowerby provided report as attached
62.	CCTV
	Cllr Emmett reported that to the best of his knowledge all CCTV cameras within the village which are the responsibility of the Council are working and all downloads which have been requested in respect of various incidents including car theft have been provided by Theydon Security.  The CCTV Maintenance Contract with Theydon Security expires in autumn 2009 and the Council would be looking into its options with regard to renewal of the Contract
63.	Village Design Statement
63.1	Cllr Emmett reported that the first draft of the Village Design Statement document had now been completed and that the VDS Association had decided to submit the draft to EFDC with a view to obtaining their preliminary comments and guidance before the next VDS meeting on 5th October 2009. The project had been delayed mainly due to uncertainties as to the status of EFDC’s Local Development Framework. The Association hope to be able to publish the draft document on the village website and to publish the document and conclude the project by the end of 2009.  Grateful thanks had been expressed by the Association to VDS committee member Diane Gillespie who had put in an inordinate amount of work in the preparation of the draft VDS document.
64.	Reports from Representatives
	None
65.	Any Other Urgent Business for Report (without decision)
	None
66.	Cllr Jones (Chair) announced her intention to open up the Meeting at this point to enable members of the public to speak on any matters on any other Council business or matters of local importance
67.	Public Participation A resident expressed thanks to the Council for arranging the recent Elderly Afternoon Tea Event and mentioned that whilst it is interesting to have a speaker that the elderly are happy with an informal social event to enable them to spend time with others in a convivial atmosphere. A resident expressed concern about the new EFDC refuse and recycling arrangements and that he considered there to be a public health issue arising from the decision to move to fortnightly collections of residual waste particularly in the summer months.  He had also noted that the options referred to on EFDC’s website did not include the possibility of a weekly collection of residuals.  The resident had attended EFDC road show and the officer attending had suggested that residents should write to EFDC with any comments or complaints.  Cllr Jones confirmed that the Council would follow this up. A resident requested clarification as to the number of responses which the Council had received in connection with the public consultation regarding the proposed purchase of the former Youth Centre Site.  Cllr Jones reiterated that these were as follows: 17 individual letters of support Approx 144 signatures in favour of the Council taking out a Public Works Loan to finance the purchase of the site None against The resident stated that he wished to express his thanks to those Councillors and residents who had taken the negotiations with Essex County Council to the present stage. A resident suggested that the allotment site should be transferred into a Charitable Trust and also enquired whether in the event that at some future time sporting activities cease on the Buxton Trust land then would the land revert to members of the Buxton family.  Cllr Gooch in his capacity as Hon Secretary of the Buxton Trust informed the resident that he was in receipt of the original title deeds to the Buxton Trust land and that he was not aware of any such covenant whereby the land would revert should the present activities cease on the site.  Cllr Gooch also reported that the first registration of the Buxton Trust land at H M Land Registry is in hand.
68.	Pursuant to section 1 (2) of the Public Bodies (Admission to Meetings) Act 1960 it is resolved that because of the confidential nature of the business to be transacted, the public and press leave the meeting during consideration of the following item of business: Cllrs Gooch and Jones having declared personal and prejudicial interests in this item left the room and therefore took no part in the discussions in relation to this matter. The Clerk reported that three conveyancing estimates had been received as previously circulated to all Councillors. Having reviewed and discussed these estimates it was decided to appoint Foskett Marr Gadsby & Head LLP to act for the Council in connection with the proposed purchase of the former Youth Centre site Resolved: That the Council appoint Foskett Marr Gadsby & Head LLP to act for the Council in connection with the proposed purchase of the former Youth Centre site Proposed:  Cllr Sowerby Seconded: Cllr Hannibal Carried unanimously

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Theydon Bois Parish Council

Annual Meeting of the Council held at
8 pm on Thursday 28th May, 2009 in the Village Hall

Present:      Councillors Jones (Chair), Dodman, Gooch, Hannibal, Philip, Sowerby, Purkiss and Vincent.
Officers McCarthy, Crone, Norman

Apologies for absence: Cllrs. Berry, Emmett, Hammond

Prior to Commencement of the Agenda the Chairman presented the Villager of the Year Award to Mr Norman Riley

Cllr Jones commended Mr Riley for the tremendous amount of work which he has undertaken over many years to ensure that the village is a more attractive place to live.  She explained that Mr Riley has spent his working life in metal fabrication, he is a skilled craftsman and there are several examples of his work in the village.  The planters in the Forest Drive shopping area and the metal benches which grace the village green are just a couple of examples of his work. However in addition to his metalwork he puts a great deal of time and effort into many projects that are not so visible.  His keen eye means he is quick to notice a problem and will often repair or repaint something preventing it from falling further into disrepair before the problem has even been noticed!  Mr Riley is also a familiar face over the allotments.  He is always willing to lend a hand and his held in great esteem by other residents owing to his friendly and helpful attitude. It was therefore with great pleasure that Mr Riley as presented with the award for Villager of the Year 2009.

Cllr Jones explained that sadly the Clerk, Madeleine McCarthy would be leaving the Council today.  Madeleine had been employed as Proper Officer and Clerk to the Parish Council for the past seven years. Having taken up the post she had passed the Certificate in Local Council Administration and had become an invaluable member of the team and first point of contact for residents. Cllr Jones commended Madeleine in particular for her assistance with the production of Village News and for the support which she had given to Cllr Jones during her time as Chairman. With Madeleine leaving, Cllr Jones welcomed Sally Crone, currently Assistant to the Clerk to her new role as Acting Clerk and to Greville Norman who had joined the team as Responsible Financial Officer.

1.	Election of Chairman
1.1	There being no other nominations Cllr Sue Jones was duly elected as Chairman for the coming year. Proposed: Cllr Philip             Seconded:          Cllr Hannibal

2.	Chairman’s Declaration of Acceptance of Office
2.1	Cllr Jones duly signed the Declaration of Acceptance of Office as Chairman for 2009-2010.

3.	Appointment of Vice-Chairman
3.1	There being no other nominations Cllr Philip was appointed as Vice-Chairman for the coming year. Proposed:  Cllr Gooch          Seconded: Cllr Purkiss
4.	Formation of committees and groups within the Council and allocation of responsibilities and representatives
4.1	The draft list for 2009-2010, having previously been circulated, was agreed.  See update here.
5.	Apologies for absence
5.1	Apologies were received from Cllrs Emmett, Hammond and Berry.
6.	The Minutes of the General Business Meeting held on 14th May, 2009 were confirmed as a correct record.
7.	Declarations of Interest
7.1	There were no declarations of interest for any of the items on the Agenda.
8.	Public participation session with respect to items on the Agenda
8.1	A resident and prospective County Councillor voiced concern about the potential development on the far side of the railway line and enquired whether the Parish Council had made written submission to the Planning Inspectorate in respect of the Planning Appeal brought by the developers in respect of the proposed commuter car park.  Cllr Gooch confirmed that today, 28th May was in fact the last date for any written submissions and that the Parish Council and other local groups had indeed submitted written representations objecting to the scheme.  Cllr Gooch explained that the appeal was to be determined by Planning Inquiry and that notification of appeal date is presently awaited.

8.2	A resident who is also a village tree warden confirmed that she had approached City of London expressing concern about the very large caterpillars on an oak tree on the Green.  She had however been very upset to note the extent to which the tree had been cut down in response to the problem.  Cllr Jones commented that it would appear that City of London had no option but to arrange for appropriate cut in view of Health & Safety concerns.
8.3	Former Parish Council Chairmen Mr Robert Glozier and Mr John Eaton expressed their thanks and support to the outgoing Clerk to the Council, Madeleine McCarthy.
9.	Correspondence: The Clerk reported on the following:-
9.1	Notification from City of London regarding the caterpillar infestation of the Oak Tree on the Green.
10.	Finance
10.1	The accounts up to 20th May, 2009 having previously been circulated together with the budgeted payments and other payments details of which had also been previously circulated, were approved.
10.2	It was RESOLVED that in accordance with the recommendations of the Internal Audit by Louise R Fuller dated 18th February 2009, a copy of which had been previously circulated that Cllrs Purkiss and Berry should be added to the Bank Mandate for the Parish Council’s current account with Barclays Bank plc such that there would in future be five authorised signatories. Proposed: Cllr Dodman Seconded:          Cllr Philip Carried unanimously

11.	Standing Orders
11.1	Cllr Hannibal reported that the review of the Standing Orders would be held over to the Finance Meeting in June due to the Internal Auditor having made certain comments.
12.	Planning
12.1	Cllr Gooch reported that there had been 14 applications since the last Public Parish Council Meeting on 26th March.  With the exception of the application for the commuter car park these had been fairly routine applications.
13.	Youth Centre
13.1	Cllr Jones explained that Cllr Hammond who had been heavily involved in the negotiations with Essex County Council was unable to attend the meeting and reiterated that he had sent his apologies
13.2	Cllr Jones reported that the Community Initiatives Task and Finish Panel of the Parish Council had met on 11th May and had fed back their recommendations to the General Business Meeting of the Parish Council on 14th May. The Parish Council were in receipt of an emailed copy of a letter from Essex County Council detailing the terms upon which they are willing to offer the Youth Centre site for sale and hard copy was presently awaited.  The Parish Council had set in place measures to consult residents on the issue of whether to obtain a Public Works Loan for £300,000 to finance the cost of purchasing the site.  In principle the Parish Council are looking favourably at the offer, subject to the result of the public consultation exercise.  There is to be a dedicated Public Meeting on Friday 19th June at 8pm in the Village Hall to discuss the matter.  It was agreed that the best way of consulting with residents was to place an article in the forthcoming edition of Village News with an alert as to the issue to feature on the front page. Cllr Jones reported that article had been drafted and would be submitted to the Editor of Village News who had confirmed that space would be made for the article which would also feature plan of the site and a photograph of the building.

14.	Provision for the Elderly
	Cllr Dodman reported that following the closure of the Robert Daniels Day Club it had been decided to set up an Task and Finish group of Parish Councillors to look at provision for the elderly in the village.  She paid tribute to the work of Marian Mellis and her team of volunteers who had run the Robert Daniels Day Club for many years.  The Parish Council have therefore decided to hold an Afternoon Tea & Chat event on Friday 24th July from 3pm until 5pm to which all elderly and less mobile residents are invited.  A representative from Voluntary Action Epping Forest would be attending to give a short talk on the services which they are able to offer the elderly in the district.  Any elderly person wishing to attend should ring the Parish Office to book a place and to advise whether transport to and from the venue was required.
15.	Reports from Representatives
15.1	Cllr Vincent reported that he had reviewed the Influenza Pandemic Response Appendix to Emergency Response Plan (see here).
15.2	Cllr Hannibal reported that the playing fields owned and managed by the Buxton Trust continued to be very well used by the Tennis and Cricket Clubs.  The Tennis Club is well attended as is the Cricket Club where up to 77 youngsters are attending nets

15.3	Cllr Philip reported that there had been a change in the Chairmanship of the Village Association.  Following his election at the Board of Management meeting, Norman Stanley had elected to relinquish the position and at the subsequent Executive Committee meeting Martin Oliver had been elected as his replacement.
15.4	Cllr Jones expressed her thanks on behalf of the Parish Council to Mr & Mrs Turner and to their colleagues, Mr Snelling and Mr Hollingbery and other members of the Horticultural Society for their work in planting up the planters in the Forest Drive shopping area and for their continued work in maintaining and watering the planters
16.	Open Forum

16.1	An opportunity for members of the public to put forward any other matters they would like the Council to consider.

The following topics were raised by the Public: A resident commented that he would like to see initiatives to get local Youth more involved with community activities such as litter picking. A resident expressed her thanks to the Parish Council for making the acquisition of the Youth Centre site a possibility and hoped that residents would back the proposal A resident expressed his concern that the Youth Centre site comprised green space which shouldn’t be built on and queried the status of the Village Green Application.  In his opinion he felt that the application should proceed to secure Village Green status.  Cllr Jones commented that a resident, Mr Newland was responsible for the Village Green application and that the proceedings were presently in abeyance pending the outcome of the negotiations to purchase the site from Essex County Council.  As to the future no comment could be made at this stage pending the outcome of the public consultation whereupon the Parish Council would have to look at options for the best use of the site.  Cllr Philip cautioned that the respective advantages and disadvantages of continuing with the Village Green Application would need to be weighed up as for example registration as a Village Green could make it difficult to alter buildings on the site.  The resident then raised the local rumour circulating regarding the siting of a skateboard park within the Youth Centre site. He referred to two forms of petition in the village shops the first one calling on the Parish Council to facilitate better Youth facilities such as a skateboard park and the second one amended to call only for a skateboard park.  He commented that he would not wish to see the green space at the Youth Centre site concreted over for a skateboard park.  Another resident commented that he had seen the petition and that the wording was that the Parish Council should consider the provision of a skateboarding park.  Cllr Jones commented that the Parish Council had not had the benefit of sight of any such petitions and therefore no comment could be made A resident wished to record the extensive work undertaken over many years in connection with the Village Green Application and particular for the support of Mr Newland and several Parish Councillors.  He suggested that an appeal should be made to residents to repay the Public Works Loan and that the site should be in the ownership of the village rather than the Parish Council.  Cllr Philip commented that the preferred option is for the site to be purchased in the name of a Charitable Trust  and that certain regulations apply to the use of monies borrowed pursuant to a Public Works Loan A resident referred to the skateboard park at Stonards Hill Playing Fields Epping where there are problems with teenagers gathering on bikes from outside the area.  She would like to see a facility for children to play ball games such as basketball and felt that this would be preferable to a skateboard park.  Another resident familiar with the operation of a skateboard park in inner London echoed this concern about any such facility attracting Youths from outside the immediate area with ensuing problems.

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Theydon Bois Parish Council

Bi-Monthly Meeting of the Council held at
8 pm on Thursday 26th March, 2009 in the Village Hall

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

77.   Chairman’s Welcome
78.   Apologies for absence. Apologies were received from Cllrs Jones, Emmett and Hammond.
79.   The Minutes of the General Business meeting held on 12th March 2009 were confirmed as a correct record.
80.   Declarations of Interest.

80.1     There were no Declarations of Interest.

81.   Public Participation session with respect to items on the Agenda.

81.1     Questions regarding recycling and flooding at the pedestrian crossing were held over until Agenda item 89.

82.   Correspondence

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

1.             (a)        Notice of Essex Police Authority meeting.
2.             (b)        EFDC report regarding waste management.                             
3.            

83.   Finance

83.1     The accounts up to 18th March 2009, having been previously circulated, were approved.

84.   Planning

84.1     Cllr Gooch reported that there had been seventeen applications since the last Public Meeting.  Of concern was a proposal for redevelopment of 2 Theydon Park Road to demolish the existing house and replace with three bungalows. The developer has accepted recommendations to alter the orientation and roof line and the application has been recommended for approval by EFDC. 

84.2     The owners of the former Spar at 13 Forest Drive have applied for change of use to a restaurant.  There are concerns regarding noise and opening hours.  EFDC to consider at next week’s planning meeting.

84.3     The application for a commuter car park at the Old Foresters has been refused by EFDC following numerous objections, including the Parish Council, Rural Preservation Society and Loughton Town Council, TfL and Essex County Council. The applicant may Appeal.

85.   Highways & Environment
85.1     Report on Meeting with Essex Highways
Cllr Purkiss was pleased to report that pot holes had been filled in the Abridge Road, Coppice Row, outside The Bull and the junctions of Piercing Hill/Morgan Crescent and Woodland Way.

Cllr Purkiss reported that he and Cllr Vincent had had a meeting with Essex Highways regarding a ‘wish list’ of works.  These include re-planing from The Bull to the station public footbridge, which will complete the renewal of roads to the Village Centre. The footways in Forest Drive from the junction of Elizabeth Drive to Dukes Avenue will be completely renewed and as a Village Initiative to include partial match funding Elizabeth Drive footways will also be renewed. Re-planing in Morgan Crescent, between Piercing Hill and the Woodland Way junction, is to be carried out. Red Oaks Mead will also be addressed with the filling in of pot holes..

£22,100 has been secured from the Community Initiatives Fund for tactile paving in the Village and it is thought best used at the junction of Piercing Hill with Coppice Row. We look for Highways to re-haunch the kerbs on the eastern part of lower Piercing Hill in conjunction with the widening of the pavement.
 
Solutions to the problem of flooding at the zebra crossing and at the end of the Avenue of Trees were discussed. It is likely that a new head wall will be constructed at the end of the ditch in the Avenue to prevent silting and talks continue with both the City of London and Highways.
 
There have been further delays to the erection of the bus shelter on the Viaduct due to unforeseen problems in the sub surface of the footway and a meeting is imminent between Essex County Council Highways bridge engineer and the contractor.
 
85.2     Update on problems in Piercing Hill

Cllr Purkiss reported that a Route Study had been undertaken last year and its findings given to the public in September 2008 to investigate why so many accidents keep occurring between lower Piercing Hill and Bell Common.  Highways this week have been implementing its decisions by applying an anti-skid surface, refreshing road markings, adding yellow backing boards to signs, route markers, and in the next month to put in place a VAS.  We then look to see if these measures are adequate before a further meeting takes place.

A letter has been written by the Parish Council to the Diocese to ascertain the boundary line with Highways in order that the pavement can be widened and perhaps bollards erected to enhance pedestrian safety.

86.   Allotments
86.1     Cllr Purkiss reported that the allotments were a great success and all plots were being used.
Resolved:       The allotment rents for 2009-2010 remain unchanged at £25 per plot for the year.
Proposed:         Cllr Purkiss       Seconded:        Cllr Philip
Carried Unanimously

87.   Village Design Statement
87.1     Cllr Dodman submitted the following report:
The Theydon Bois Village Design Statement Association was set up in the summer of 2007 and since then a group of Parish Councillors, members of the Rural Preservation Society and residents have been working on producing the document that should provide material planning guidance for Theydon Bois. Should unfortunately being the operative word.

The Government has revised the planning system by means of the Planning and Compulsory Purchase Act 2004 . This is a Statutory Instrument which sets out the specific Local Development Documents which Local Planning Authorities (our LPA is Epping Forest District Council) are required to prepare and how that should be done. The act came into force in September 2004.

The development plan should comprise a set of documents, which set out the Local Authorities policies and proposals for the development and use of land in their area. The development plan guides and informs day to day decisions as to whether or not Planning Permission should be granted. In order to ensure that these decisions are rational and consistent, they must be considered against the development plan adopted by the authority, after public consultation and having proper regard to other material factors.

Legislation requires that planning decisions made should be in accordance with the development plan unless material considerations indicate otherwise. Although plans do not have to be rigidly adhered to, they provide a firm basis for rational and consistent planning decisions.

EFDC are still in the process of writing their Development Plan Documents.

It is hoped that the Theydon Bois Village Design Statement will form part of the local DPD and will provide material planning guidance for Theydon Bois.

CPRE take the view that the changes in the planning process have had no effect on the role of VDS documents. They have an important part to play in protecting heritage and local character. Local councils should welcome anything that is used as a tool for engaging local communities. The Government’s current national planning policy for housing states that “to facilitate the efficient delivery of high quality development, local planning authorities should draw on relevant guidance and standards and promote the use of tools and techniques such as Village Design Statements” National planning policy for rural areas also promotes the utilisation of Village Design Statements.

Currently we seem to be making better progress than EFDC. We have worked closely with the planning department from the start and remain positive that our statement will form part of their Development Plan Document.  However rather than produce a hard copy of the ‘statement’ the current plan is to produce a draft, that is almost complete, which will be available in electronic form until such time that it can be properly incorporated into the EFDC DPD when it will be published.

88.   Reports from Representatives
88.1     Stansted Expansion

Cllr Berry reported that the Public Inquiry into building a second runway has been postponed, pending the Competition Commission’s recommendation that BAA sell Stansted airport.  In the meantime the go-ahead has been given to increase passenger numbers to 35 million.  The National Air Traffic Service (NATS) has scrapped their proposals to change the flight path into Stansted but there will be a new consultation later this year.
88.2     One-to-One surgeries

Cllr Sowerby reported that the next session will be on Monday 6th April from 5.30 p.m. until 7.00 p.m. at the Village Hall when she and Cllr Vincent would be on duty.  Due to the Bank Holiday there will be no One-to-One in May.

89.   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.

89.1     A resident enquired as to what documentation would be required as I.D. for the free swimming for pensioners.  Cllr Dodman to find out.

89.2     Queries regarding the statistics for recycling in Theydon Bois and how many responses to the Questionnaire on recycling in The Forester magazine had been received.  Concerns regarding the proposals for separate recycling for food waste.

89.3     Cllr Frankel raised the question of erecting a speed camera in lower Piercing Hill but Cllr Purkiss reported that the Safety Engineer from Highways said that the principle criteria for the installation of a fixed camera is that in a 36 month period at least 3 killed and serious injury collisions per km must have occurred.  Safety camera partnership analysts have advised that the 30 m.p.h. southern end of Piercing Hill does not meet this criteria. 

89.4     Mrs Robertson, joint chairperson of Theydon Youth, read out a letter regarding the role of Cllr Hammond in the setting up of Theydon Youth, following an allegation by a resident at the January Parish Council meeting that he had acted improperly in not declaring an interest on an item on the Agenda.

89.5     A question was raised regarding the percentage rise in the Parish Council Precept for 2009-2010.

89.6     Clarification was sought regarding the joint submission on the Gypsy and Traveller consultation.

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Theydon Bois Parish Council

Bi-Monthly 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.

69.   Public Participation session with respect to items on the       Agenda

69.1     There were no questions or comments.

70.   Correspondence

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.   Gypsy and Travellers Sites Consultation

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.   Finance

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

72.2     Cllr Dodman read out the following report:

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.

Resolved:       To set the Precept for 2009-10 at £74,731.

Proposed:         Cllr Dodman                 Seconded:        Cllr Philip
Carried Unanimously

Cllr Jones thanked Cllr Dodman for all her hard work in preparing the budget.

73.   Planning

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.

74.   Highways & Environment

74.1     Parking

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.

74.2     Highway Issues

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.

75.   Reports from Representatives

75.1     There were no reports submitted.

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.

76.1     Concerns were raised regarding speeding over the zebra crossing.

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.

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