Minutes of the Meeting of the Parish Council held at The Village Hall
at 8pm on Thursday 16th December, 2010

Councillors Present:	Cllrs Jones (Chair), Gooch, Hammond, Purkiss, Sowerby, Berry, Vincent, Wood and Howard
Apologies:	Councillors Hannibal and Philip
Officers Present:	Sally Crone (Parish Clerk), Greville Norman (Responsible Financial Officer for Finance Items only)

106.	Apologies for Absence Councillors Hannibal and Philip
107.	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)
	Councillor Gooch declared a personal interest in Agenda Item 7.4 by virtue of the fact that he is Secretary of Theydon Bois Cricket Club.
	The Chair explained that she proposed with Councillors’ Agreement to bring item 5 of the Agenda (Finance and General Purposes Committee Items) and also item 6.2 forward to enable the RFO to leave early he kindly having attended the meeting despite being unwell.
108.	To discuss and approve the Minutes of the Parish Council Meeting held on 25th November 2010
	The draft minutes of the Parish Council Meeting held on 25th November 2010 were approved and signed by the Chairman
109.	Finance and General Purposes Committee
109.1	The RFO had previously circulated a Report concerning the Management Accounts to 16th December and with a draft budget for the Council for 2011/12. The various Committees had been asked to submit prioritised bids for projects which had been included in the draft budget.  The precept for 2011/12 must be agreed at the Parish Council Meeting in January so that EFDC can be notified by 31st January. With regard to the Management Accounts, Income is running ahead of schedule due to higher than budgeted income from the Cemetery and Allotments and also due to savings in the Council’s debt servicing costs.  The Finance and General Purposes Committee are due to meet on 19th January to finalise their recommendation to the Council with regard to the draft budget but it is anticipated that the recommendation to the Council Meeting on 27th January 2011 will be that the Precept for 2011/12 should remain unchanged from the 2010/11 Precept. In the meantime the Committee would welcome any comments from Councillors on the draft budget and these must be received by the RFO by 12th January. The RFO pointed out an amendment may be required to the budget in relation to CCTV provision.
109.2	The RFO had circulated draft Minutes of the Finance Meeting held on 1st December but these were awaiting approval.
109.3	The list of payments made since the last Parish Council Meeting having been circulated to all Councillors prior to the Meeting same were approved and the Chair signed same on behalf of the Council.
109.4	Councillor Hammond reported that the refurbishment of the former Youth Centre building is proceeding well although there have obviously been some delays with the completion of the outside work due to the adverse weather conditions.  Where possible the views of the members of Theydon Youth are being sought in relation to colour schemes so that the children feel involved in the process.
109.5	The creation of Theydon Youth and Community Trust is proceeding but further instructions have been sought by way of email from Bates Wells and Braithwaite raising a few points on the constitution.  It was felt that neither members of the proposed Charity nor Councillors had yet had a chance to review this email.  It was therefore agreed to defer the matter until response had been received from the Shadow Chairman on the points raised.  It was agreed that an additional Meeting will be arranged as soon as possible in the New Year to agree a response.
109.6	With regard to the proposed fencing of the site it was noted that this is the subject of a grant application to Essex County Council Community Initiatives Fund where the outcome will not be known until February 2011. If the grant application is unsuccessful then alternative funding will be sought by the charity it not being intended that such work be financed out of the Precept.  Councillor Hammond proposed that pending the creation of the Charity however and given the relevant deadline of 8th January that the Council should make application to Essex Environment Trust for alternative grant funding in case the CIF bid is unsuccessful.  It was agreed that Councillor Hammond be authorised to draft and submit Expression of Interest Form to Essex Environment Trust prior to the deadline of 8th January 2011.
109.7	Councillor Hammond reported that Mr Newland, Shadow Chairman of Theydon Youth and Community Trust had recently given well received presentation to the Village Association and it was noted that the Charity intends to approach the Village Association directly in relation to future funding.
109.8	The RFO advised that Agenda Item 5.6 concerning the appointment of the Council’s Internal Auditor would be deferred pending report being prepared on the matter by the RFO.
110.	Highways and Environment Committee – Village CCTV Update
	Councillor Vincent reported that he wished to bring a matter forward relating to the village CCTV system as an emergency item. He reported that following the last Parish Council Meeting on 25th November the CCTV Maintenance Agreement had been signed with Essential Security Systems Ltd.  Preliminary inspection of the CCTV system had also been undertaken and he had attended that inspection with Essential. It had been identified that the equipment presently located in the Floor Shop requires relocation and a new site has been identified. A new monitor is also required to view downloads in this location.  Essential have provided an estimate of £995 plus vat for this work also to cover the cost of a new monitor. Councillor Hammond suggested that this estimate seemed on the high side given the likely cost of a new monitor.  It was unanimously agreed that in view of the urgency of the matter that Standing Order 17 would be suspended to enable this matter to be discussed. It was also agreed that a reduction in the estimate would be sought from Essential. The RFO confirmed that there is presently £975 left in the CCTV budget for the current year and it was agreed that the cost of the above proposed CCTV modifications should proceed subject to the cost being within this budgeted amount. Councillor Vincent also reported that long-term the aim will be to relocate the entire system to a central single location with broadband link and for a meeting to be arranged between the occupiers of the various buildings at the former Youth Centre site, Scouts and Buxton Trust to agree the best method of CCTV coverage for the entire site probably with single upgraded monitor and internet link.
111.	Correspondence- Clerks Report
	The Clerk explained that a full copy of her report had been circulated to all Councillors and was available from the Parish Office for any resident who may be interested.  A full copy of the report is attached to these minutes.  The Clerk drew attention to the following items from her report using the same numbering as quoted in her report:-
111 .1	The Draft Minutes of the Finance and General Purposes Committee Meeting held on 1st December.  The Clerk explained that the RFO had circulated these to the Chairman of the Committee and that they would be circulated to all Councillors shortly
111.2	Councillor Howard reported that three questions relating to health provision had been submitted to the Safer Communities Debate held at Epping Forest College on 25th November on behalf of the Council and that response had now been received as to the outcome. Unfortunately the Panel had decided that two of the questions were not in the remit of the Community Safety Partnership and they had recommended that these be re-submitted to the Primary Care Trust. Positive response had been given in relation to the third query which requested an assurance as to the maintenance of frontline ser vices during the forthcoming major re-organisation of the health service and demise of the PCT’s.  It was agreed that the Clerk will draft a letter to the PCT seeking a response to the second query regarding comparative costs of the St Margarets Hospital Private Finance Scheme.
111.3	The Clerk reported that further invoice had been received from Bates Wells Braithwaite LLP and that letter would be sent to them expressing concern that the total billed to date exceeded the original estimate without prior notice having been given and requesting confirmation of the likely further amount to conclude the matter.
112.	Highways and Environment Committee
112.1	Councillor Purkiss reported that the Committee had last met on 8th December. The recommendation of the Committee to purchase and install an additional Dog Waste Bin had been agreed at the Council Meeting held on 25th November and would be progressed. The Committee had looked at a proposal from a resident and Chairman of Theydon Bois Rural Preservation Society to progress an application for tree planting under the Woodland Trust More Woods Tree Planting Scheme but had decided that given other commitments it is not presently feasible for the Council to progress this but the Rural Preservation Society would be invited to put together a proposal for consideration if they wish to do so. The Committee have been working hard to resolve the problem of accumulation of rubbish to the rear of 25 Woburn Avenue and hope to find a solution. The Committee had also discussed Essex County Council’s Salt Bag Pilot Scheme and whilst reservations had been expressed as to the Scheme it had been decided to proceed and inform ECC of the Council’s desire to participate.  Councillor Purkiss had agreed to initially be the named Co-ordinator and the Committee had agreed to commit up to £1200 for the purchase of suitable Salt bins and dispensers for installation at certain ‘black spots’ within the village. This would be with a view to volunteers being able to distribute salt to assist with passage of traffic and pedestrians in known hilly areas to include Blackacre/Theydon Park/Hill Road and Heath Drive/Purlieu Way/The Weind. A Poster would be prepared and distributed requesting volunteers.  The Committee had also discussed priorities for road and pavement repairs for 2011/12. A list would be submitted to Essex County Council prioritising road repairs for Green Glade, Abridge Road and Hornbeam Road in particular and pavement repairs for Poplar Row, Hornbeam Road and Woodland Way.  The Committee will continue to press for further matched funding projects with Essex County Council as circumstances permit.  Councillor Purkiss concluded his report by mentioning that in the last year over £115,000 worth of work had been secured for Highways projects in the village covering the refurbishment of Forest Drive, Orchard Drive, Piercing Hill, Abridge Road and the Avenue of Trees.  It was agreed that this was an excellent outcome and thanks were expressed to Councillor Purkiss for his input in achieving this.
112.2	Councillor Purkiss mentioned that Mr Jeal, a very long standing resident and allotment holder had sadly recently died very suddenly and condolences were expressed to his widow and family.
113.	Community Liaison Committee
113.1	Councillor Sowerby reported that the latest ‘Theydon Seniors’ event organised by the Parish Council with the help of volunteers had taken place on 26th November. The event had been very successful with over 40 attendees. Children from Davenant School Sixth Form and Theydon Bois Primary School had attended to help and provide entertainment to the Seniors.  All those involved had been impressed by the attitude of the children and letters of thanks had been sent to the Head teachers of both Schools.
113.2	Councillor Sowerby reported that it had been disappointing to note that no members of the public had attended either of the last two Parish Council Surgeries held in November and December.  It was noted that Councillors Philip and Jones intend to commence a District Councillor Surgery on the first Saturday of the month (commencing on 8th January, 2011) in the Queen Victoria P.H from 11am until 12 noon. The Parish Council Surgeries will continue on the first Monday of the month and the outcome will be monitored.
113.3	The Council’s Annual Christmas Tree Lighting Ceremony had taken place on Friday 3rd December at 6.30pm. Despite the severe weather the event had gone extremely well with very good attendance by residents. The very pleasing amount of £458.60 had been raised by the Council for Epping Forest Citizen’s Advice Bureau.  Councillor Jones reported that invoice had been received for the scaffolding/staging for the event (the marquee having been provided free of charge by Mr & Mrs Pollock).  It was noted that this invoice amounted to approximately £550 a significantly higher amount than that charged for last year’s event given that it had been necessary to purchase additional boards this year. The total amount expended however remained within budget.  It was however noted that there should be no charge for the supply of the boards next year.
113.4	The Clerk reported that request had been received from a Committee Member of Theydon Bois Cricket Club for permission to adapt the Parish Council logo for use by the Cricket Club.  It was agreed that the logo should be for the exclusive use of the Parish Council and the Cricket Club would be advised accordingly.
113.5	Councillor Jones proposed that the Council consider participating in the Community Speeding Initiative Scheme. Volunteers on the Scheme visit known speeding hotspots and use hand-held speed guns to capture the speeds of oncoming vehicles. Details of these vehicles are then collated and relayed back to Essex Police, who then issue a letter to the owners warning them that they have been spotted. The Council would be required to finance the cost of the speed gun (likely cost in the region of £800 for the purchase of the speed gun itself and £200 for other set up costs).  After some debate the proposal did not find favour with sufficient members of the Council and so will not be taken forward by the Council at this time.
113.6	Councillors Jones and Howard reported that they had met with Mrs Debbie Bodhanya, Executive Director of The Limes Medical Centre to discuss resident’s concerns regarding the Branch Surgery in Thrifts Mead. Councillors Jones and Howard had voiced concerns about unscheduled closures and erratic opening hours of the Branch Surgery and had provided detailed examples as provided by affected residents.  In response Mrs Bodhanya had made the following points: When a Doctor is ill at short notice there may be a need to cancel a Surgery.  There is no provision for Locums to be provided in these circumstances. As a matter of Policy a Nurse cannot man the Surgery without a Doctor in residence and if a Doctor is unexpectedly absent then the Surgery will be closed. If no Doctor is present then it is considered that there is no need for a Receptionist to be provided. The population and not the Parish constitutes the catchment area Repeat prescription policy is that scripts will be issued within 48 hours although they are generally done on the same day. Local pharmacists offer a collection of repeat requests and drop off medication for housebound patients. Mrs Bodhanya will speak to Theydon Bois Pharmacy regarding this. They will look at the provision of a secure mail box for delivery of repeat prescriptions to the Branch Surgery The Limes Medical Centre will update their website to include more information about the Branch Surgery and its opening hours It is extremely rare for the Branch Surgery to be closed on two consecutive working days.  If however this does occur then The Limes will ensure that someone attends the Surgery to deal with any Repeat Prescription requests
	It was agreed that the Clerk will draft letter to Mrs Bodhanya confirming the above points and seeking a quarterly review of operations at the Branch Surgery.  Councillor Howard will act as the Council’s main representative on health related matters
114.	Cemetery Committee
	Councillor Hammond stressed that the Council needs to turn its attention to the need for additional space at the Cemetery and in particular there may be a need to add to the consecrated area.  A proposal is under consideration with specialist advice needed and will be progressed as soon as feasible in the New Year.
115.	Reports from Representatives
	Nothing to report.
116.	Any other urgent business for report (without decision)
	Please note that no decisions can be lawfully made under this item.  The Local Government Act 1972 section 12 10 (2) (b) states that business must be specified; therefore the Council cannot lawfully raise matters for decision.
	Nothing to report.
117.	Following Agenda items will exclude Public and Press:   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 the consideration of the following items of business:   Staff Matters

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Minutes of the Meeting of the Parish Council held at The Village Hall
at 8pm on Thursday 25th November, 2010

Councillors Present:	Cllrs Jones (Chair) Philip, Gooch, Hammond, Hannibal, Sowerby, Berry, Vincent, Wood and Howard
Apologies:	Councillor Purkiss
Officers Present:	Sally Crone (Parish Clerk), Greville Norman (Responsible Financial Officer)

88.	Apologies for Absence Councillor Purkiss
89.	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)
	Councillor Hammond declared a prospective personal interest which he also determined to be prejudicial in relation to part of Agenda Item 6.1 relating to the proposal to fence the site at the Community Centre. This interest was declared by reason of the fact that one of the estimates obtained in respect of the proposed fencing for the purposes of the proposed further Community Initiatives Fund Application had been obtained from Fredereck Sage Co Ltd which is part of his Pirin Group of Companies.  However the estimates were not presently being considered by the Council as the estimate had been obtained purely for indicative purposes in support of the CIF Application
90.	Public Participation session with regard to items on the Agenda
	A resident and Officer of the Horticultural Society confirmed that with reference to Agenda Item 8.3 that the Horticultural Society had recently made a donation of £5000 to City of London in respect of the planting of the new Avenue of Trees.
91.	Correspondence- Clerks Report
	The Clerk explained that a full copy of her report had been circulated to all Councillors and was available from the Parish Office for any resident who may be interested.  A full copy of the report is attached to these minutes.  The Clerk drew attention to the following items from her report using the same numbering as quoted in her report:-
91.1	4. Letter to Robert Gooch of Rupert T. Gooch and Sons accepting his Form of Tender for the refurbishment of the Old Youth Club, Loughton Lane.  Letters had also been sent to the unsuccessful Tenderers thanking them for taking the time to provide Tenders
91.2	Email from the Executive Director of The Limes Medical Centre in response to the Council’s letter of complaint with regard to opening hours and closures of the Branch Surgery at Thrifts Mead. It was agreed that the Council were not satisfied with the response and that a meeting would be arranged to be attended by Councillors Jones and Howard to discuss the matters further with the Executive Director
91.3	Letter from the Royal British Legion thanking the Council for its donation of £100 towards the Poppy Appeal 2010
91.4	Letter from Catherine Gaywood, Principal Officer, Asset Management, Essex County Council regarding participation in the ECC Salt Bag Pilot Scheme.  This topic appears as a later Agenda item
91.5	Invitation to view and ask questions about the Epping Forest Transport Strategy latest proposals to be held on Tuesday 30th November 2010 from 2pm until 8pm at High Beech Village Hall
92.	To discuss and approve the Minutes of the Parish Council Meeting held on 28th October, 2010
	The draft Minutes of the Parish Council Meeting held on 28th October 2010 were approved and signed by Chairman
93.	Community Centre
93.1	Councillor Hammond had provided a Report on the current status of the refurbishment of the building and this had been circulated to all Councillors.  Councillor Hammond explained that following the Council accepting his Tender Robert Gooch had commenced work on site and it is anticipated that the refurbishment will be completed by the New Year. Councillor Hammond and the RFO had met Mr Gooch on site on 1st November following his appointment to discuss the works and the provisional sums included.  Upon starting work and uncovering certain areas the need for some additional work not included in the Tender had been identified.  Following this site meeting and further to some comments made by the prospective trustees of the charity, Mr Gooch had provided details of some additional works with relevant additional costings. These related to Roof Cleaning (to deal with moss), Window Security and Additional Units and Worktops in the kitchen and reception areas and the details had been circulated to Councillors. There are also some provisional sums to be finalised.  Councillor Hammond also referred to the need to fence the site for safety reasons. This proposal is supported by other users of the site including the Scouts and Pre-School. The need for a contingency sum for unforeseen work also requires consideration. Councillor Hammond reported that it is not intended that any of these additional sums should be financed from the Precept and it is anticipated that Mr Gooch will be able to provide a ‘best estimate’ of known additional costs and further provisional sums within a couple of days.  Given that the Finance and General Purposes Committee are due to meet on 1st December it was agreed that the decision in relation to any additional works and contingency sums should be devolved to the Finance and General Purposes Committee with the commissioning of any such additional work to be delegated to the Parish Clerk within the agreed budgets. Resolved: That the Finance and General Purposes Committee has authority to consider and decide to what extent works not originally included in the tender for the refurbishment of the Community Centre should be approved, including any contingency, and that the Parish Clerk be authorised to commission works within the budget agreed by the Finance and General Purposes Committee, having consulted with Parish Councillors as she thinks fit Proposed: Councillor Hannibal Seconded: Councillor Philip Carried unanimously
93.2	Roy Newland, Shadow Chairman of ‘Theydon Bois Community and Youth Trust’ was invited to give an update on the creation of the new charity.  Roy confirmed that the Shadow Board hope to have the new charity formed before the end of the Year. There could be benefits in Theydon Youth being incorporated within ‘Theydon Bois Community and Youth Trust’ as an umbrella organisation but the views of the Theydon Youth Committee are awaited on this.
93.3	The Clerk had circulated email from the Council’s Solicitors Bates Wells & Braithwaite London LLP dated 22nd November in which the Council’s instructions had been sought on certain issues in relation to the incorporation of the new charity. Resolved: That the Council do instruct Bates Wells and Braithwaite London LLP do adopt Option 3 as set out in the email of 22nd November 2010 with Councillor Paul Vincent being nominated as the Council’s initial representative on the Board of Trustees.   Proposed: Councillor Philip Seconded: Councillor Gooch All in favour save for Councillor Wood who abstained Thus the Charity will be set up with six initial trustees, one being a representative from the Parish Council.  The five remaining trustees will be appointed once the incorporation process has been completed.
94.	Finance and General Purposes Committee
94.1	Councillor Philip reported that the Committee would be meeting on 1st December to finalise the draft budget for 2011/12. The Council intends that the Precept for 2011/12 be kept at the same level as that for 2010/11 and that the Council will aim to continue to work towards its target contingency reserve.  The Council is required to notify EFDC of the amount of its Precept for the financial year 2011/12 by 31st January 2011 and the intention will be that the Committee will recommend draft budget and amount of the Precept to the Council for approval at the Council Meeting to be held on 27th January 2011
94.3	The list of payments made since the last Parish Council Meeting having been circulated to all Councillors prior to the Meeting same were approved and the Chair signed same on behalf of the Council. The RFO provided clarification with regard to ‘Transfers’ referred to on the list of payments
95.	Highways and Environment Committee
95.1	Councillor Philip reported that the Committee had last met on 21st October and had recommended that the Council should purchase one additional dog waste bin to be located in the vicinity of the junction of Piercing Hill and Morgan Crescent.  This had been ratified by the Council at their last meeting held on 28th October.  The Committee had also recommended the purchase of a second bin to be situated elsewhere perhaps in the vicinity of Morgan Crescent and Councillor Vincent had been asked to propose a second location.  However given that the cost of emptying any additional bin is approximately £2.65 per week per bin it had been decided to proceed with just one additional bin at present
95.2	Councillor Philip also reported that the refurbishment of the eastern side of Orchard Drive between the Renault Garage and the junction with the Weind had been completed.  Commencement dates are presently awaited with regard to the refurbishment of Abridge Road and a new footpath to the Cemetery from the village
95.3	Councillor Vincent reported that the long awaited Traffic Regulation Order is still outstanding due to issues with statutory advertising costs and ongoing negotiations at District and County level.  Councillor Vincent confirmed that the Council have been in regular contact with Essex County Council Highways but no substantive reply has been forthcoming.  County Councillor Janet Whitehouse has also been requested to intervene but again no response is yet available from the County Council
95.4	Councillor Vincent reported that the Council are considering participation in the Essex County County Salt Bag Pilot Scheme as the County Council is no longer making Salt Bins available for purchase. Should the Council decide to proceed volunteers will be sought from the community to assist with the distribution and spreading of Salt on the village footpaths
95.5	Councillor Gooch reported that some additional works to enhance safety to lower Piercing Hill are about to commence
95.6	Councillor Jones reported that following the visit of the City of London Open Spaces Committee to the new Avenue of Trees Planting on 6th November that the Council are intending to arrange a formal village wide opening celebration in the Spring and within the current financial year. Councillor Jones intends to liaise with City of London with regard to a suitable commemorative event and further details will follow
96.	Community Liaison Committee
96.1	Councillor Sowerby reported that the Council had been delighted to learn from Theydon NewsDesk that ‘Theydon Bois Village News’ had recently been awarded ‘First Prize’ in the annual Essex Life Community Magazine Awards Competition run by the RCCE (Rural Community Council of Essex) sponsored by Essex Life Magazine, the Church of England, Diocese of Chelmsford and Newport News. Sixty five communities from every part of Essex had submitted entries for the competition this year and Village News was selected as one of the 16 finalists invited to the the awards ceremony on 24th November. Theydon Newsdesk Editors Tony Ames (Village News) and Jim Watts (Village Website) together with the Parish Clerk and Newsdesk member Sally Crone attended the awards ceremony. The editor of Essex Life, Julian Read, presented the certificate and prize of £100 and this will go towards future improvements to the magazine. An article and photographs of the event will be published in a future edition of Essex Life magazine.

96.2	Councillor Sowerby reported that the next ‘Theydon Seniors’ Event organised by the Parish Council with the help of volunteers would be taking place on 26th November between 2pm and 4pm at the Village Hall
96.3	The next Parish Council Surgery/One to One would be taking place on Monday 6th December and Councillors Howard and Wood would be on duty on this occasion
96.4	The Council’s annual Christmas Tree Lighting Ceremony would be taking place on Friday 3rd December at 6.30pm
96.5	Councillor Sowerby explained that she had been made aware of inaccuracies due to mis-reporting of certain aspects of the Council’s Community Centre purchase as set out in a recent article in the Epping Forest Guardian. It was agreed and noted that the Council’s recommended procedure should be followed by all Councillors in connection with all press releases to the media and all statements should be made in writing through the Parish Office, any quotes having firstly been approved by the Chair and at least one other Councillor. Alternatively any journalist should be asked to put questions in writing to be dealt with in the same manner
96.6	Councillor Gooch reported that the Planning Committee had reviewed sixteen applications since the last Council Meeting with Public Participation.  Of these the Committee had objected to three applications.  In particular the Committee had strongly objected to the proposed Commuter Car Park Application, to the proposed conversion to a residential dwelling of an outbuilding in the Green Belt and to an application for Certificate of Lawful Use in relation to the construction of a substantial outbuilding again in the Green Belt which had been refused on a full Planning Application but on resubmission as an Application for Lawful Use permission had been granted.  Councillor Gooch reported that he had made representation to the District Council as to this unsatisfactory outcome but that unfortunately he had been advised that the decision could not be challenged
96.7	Councillor Gooch reported that the Planning Committee had held dedicated Planning Meeting to consider the Commuter Car Park Application and this had been well attended by members of the public.  Various members of the public had spoken against the application and none had spoken in favour. The Council had submitted a detailed letter of objection to EFDC which was available from the Parish Office for anyone who may be interested to read it.  The outcome is awaited.
96.8	EFDC’s proposals for its Core Planning Strategy and draft timetable were noted together with the details of the Community Visioning Consultation and deadline for responses of 7th January, 2011.  Councillor Gooch reported that Theydon Bois Village Design Statement Association is almost at the point of submitting draft document to EFDC which will also hopefully play a part in this.  Councillor Philip reiterated the importance of members of the public contributing to the consultation and making their views known by participation in the process
97.	Cemetery Committee
	Councillor Hammond reported that a good deal of maintenance work had been undertaken at the Cemetery in recent months.  Thanks to the efforts of Councillors and Volunteers many Spring bulbs had been planted, the Gardener has undertaken Autumn clearance, the trees have been thinned out to provide views over the adjacent Woodland Trust land and the hedge has been trimmed back.  The Horticultural Society had kindly contributed funds to purchase a new bench which should be installed imminently. Councillor Hammond stressed that the Council needs to turn its attention to the need for additional space at the Cemetery and in particular there may be a need to add to the consecrated area.  A proposal is under consideration and will be progressed. Councillor Jones extended her thanks to all Councillors involved in the bulb planting.
98.	Review of Standing Orders
	Councillor Hannibal reported that he had undertaken further work on re-drafting the Council’s Standing Orders and had met with Councillors Jones and Philip to discuss as previously agreed.  Good progress had been made but work is ongoing and final draft will be put before the Council for approval as soon as practicable
99.	Circular sent to residents by former Councillors Mrs Dodman and Mr Emmett
	Councillor Philip explained that he had requested this item to appear on the Agenda as said circular had come to his attention and he had concerns as to its accuracy in certain respects.  Councillor Philip reiterated that the Council takes the issue of expenditure of public money extremely seriously. Whilst he did not intend to discuss the contents of the communication in detail and nor did he wish to get involved in personal attacks he pointed out the following: 1. The letter referred to as being signed by “……us and three other Councillors….” was in fact discussed by full Council. 2. The Council had been open throughout regarding the purchase of the former Youth Centre building and how it would be financed. The Council’s Finance Committee had been tasked with producing a draft Business Plan and Mrs Dodman was in fact the Chair of the Finance Committee at that time. The Council did in fact subsequently adopt a Business Plan which showed that the Centre could be run as a going concern although it was of course for the charity which would undertake the management of the building to produce its own Business Plan 3. With reference to the allegation relating to a ‘clearly bogus’ estimate, said estimate had been provided to all Council members well in advance of the relevant Council Meeting but as soon as the issues with the detail of the estimate were identified at the relevant Meeting it was resolved not to consider it (there being no need to do so given the value of the work) and procedures were put in place to ensure that similar issue did not arise in the future.  Councillor Hannibal commented that he would very strongly dispute the use of the word ‘bogus’ to describe the relevant estimate
100.	Parish Council Meeting Dates for 2011
	The Clerk will finalise and circulate as soon as possible
101.	To Consider 2012 Diamond Jubilee Celebration
	The Council will place article in future Village News to ascertain interest and with a  plea for volunteers to form a Committee
102.	Reports from Representatives
102.1	Councillor Hammond reported that thanks to funding from Essex CC West Area Forum, Theydon Youth had recently succeeded in obtaining a grant of £4000 for computer equipment and that Theydon Bois Cricket Club had similarly been successful in obtaining a grant of £1400 for a new scoreboard.
102.2	Councillor Hannibal reported that the Buxton Trust has reached agreement with the Sports Clubs with reference to a basic funding level. As a result the Trust will be receiving income as a basis for moving forward.  Councillor Hannibal also reported that Buxton Trust Playing Field was recently awarded a Gold Award in the Essex Playing Fields Competition for 2010.  This is in Class 1 for a Playing Field serving a population of 2500 or more.  Councillor Jones congratulated the Buxton Trust on behalf of the Council
103.	Any other urgent business for report (without decision)
	Please note that no decisions can be lawfully made under this item.  The Local Government Act 1972 section 12 10 (2) (b) states that business must be specified; therefore the Council cannot lawfully raise matters for decision.
	Nothing to report
104.	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
104.1	Councillor Whitehouse confirmed that she had taken up the matter of the outstanding Traffic Regulation Order with Yim Kong who had recently been appointed to a new role within Essex County Council.  She also reported that Epping Forest District CAB had reported their appreciation of the charity being nominated as the Council’s chosen charity for its 2010 Charity Christmas Collection.
104.2	A resident suggested the use of wheeled bins to be stationed in certain village locations to aid distribution should the Council proceed with the pilot scheme. This will be investigated.
104.3	A resident referred to Councillor Gooch’s comments about Applications for Certificates of Lawfulness being used as a ‘back door’ method for obtaining planning consent for development in the Green Belt.  Councillor Gooch reported that he had investigated ‘Article 4’ Directions and that the District Council could apply Article 4 to curtail ‘permitted development rights’.  Councillor Philip commented that this could be seen as a ‘sledgehammer to crack a nut’ and would prevent residents for example from constructing a garden shed.
104.4	The Web-Editor referred to item 13. of the Agenda and mentioned that Theydon NewsDesk had offered an apology to Mrs Dodman and Mr Emmett and that said apology had appeared on the website.  The latter had not been removed but appeared in a different location on the site due to subsequent news stories.  It is the Policy of Theydon NewsDesk not to publish letters.  Firstly there is insufficient space and secondly the editors are unable to substantiate correspondence where allegations are made and opinions expressed.  He reiterated that an apology had been made for any inaccuracy in the previous edition and it was unfortunate that the two former Councillors felt unable to accept this
104.5	A resident referred to recent problems with the closures of the Branch Surgery and said that there should be a doctor in attendance daily. Councillor Jones and Howard will arrange a meeting with the Executive Director of the Limes but will need specifics of dates and times of unscheduled closures.
104.6	A resident enquired about the Woodland Trust MoreWoods Tree Planting Scheme.  He had made some proposals for additional planting and awaited hearing whether the Council were going to progress this.  The Clerk confirmed that the scheme had  been brought to the attention of the Tree Strategy Committee but that she couldn’t recall the outcome and would check and revert
104.7	A resident informed the Council that he had attended the Planning Amenity Group Forum at EFDC and wanted to alert the Parish Council to a comment made by Nigel Richardson, Assistant Director of Planning which the resident interpreted to mean that affordable housing could be viewed as a very special circumstance under Green Belt legislation and some areas of Green Belt especially those near transport links might be at risk
105.	Following Agenda items will exclude Public and Press:   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 the consideration of the following items of business:   CCTV   Councillor Vincent provided update on the renewal of the Council’s CCTV Maintenance Agreement and circulated copies of the quotation provided by Essential Security Systems Limited and their service and maintenance proposal for the CCTV system installed in the village. Councillor Vincent explained that he had also sought quotation from Theydon Property Services, the existing Contractor but this had not been forthcoming.  Councillor Vincent recommended that the Council proceed with the Agreement offered by Essential as stated in their quotation dated 24th November and confirmed that he would be willing to be a designated person to deal with downloads although there would be a need for several volunteers. This was agreed unanimously subject to Essential confirming the cost of downloads such cost per download not to exceed £65 per download.  Councillor Vincent explained that Councillor Hammond had kindly agreed to assist him with CCTV matters going forward

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Minutes of the Meeting of the Parish Council held at The Village Hall
at 8pm on Thursday 28th October, 2010

Councillors Present:	Cllrs Philip (Vice-Chair), Gooch, Purkiss, Hammond, Hannibal, Sowerby, Wood and Howard
Apologies:	Councillors Jones, Vincent and Berry.  Greville Norman (Responsible Financial Officer)
Officers Present:	Sally Crone (Parish Clerk),

79.	Apologies for Absence Councillors Jones, Vincent and Berry. Greville Norman (RFO).  Councillor Philip explained that in the absence of the Chair he would preside as Vice-Chair.
80.	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)
	Councillor Gooch declared a personal interest which he also determined to be prejudicial in relation to Agenda Item 10.1 relating to the Community Centre Tendering Process. This interest was declared by reason of the fact that the owner of one of the tendering contractors i.e. Robert Gooch of Rupert T Gooch is a member of Councillor Gooch’s family (his Cousin).  Councillor Gooch having determined that he had a personal and prejudicial interest in the matter he left the room when this Agenda Item was discussed so played no part in either the discussions or voting on this item.
81.	Correspondence- Clerks Report
	The Clerk explained that a full copy of her report had been circulated to all Councillors and was available from the Parish Office for any resident who may be interested.  A full copy of the report is attached to these minutes.  The Clerk drew attention to the following items from her report:-
81.1	Invitation from Epping Forest District Safer Communities Partnership to attend Question Time Event at Epping Forest College at 7pm on 25th November 2010.  Representatives from all Town and Parish Councils are invited to attend this event but  the public can also put forward questions to the panel comprising senior representatives from Essex Police, Epping Forest District Council, Essex Fire and Rescue Service, West Essex Primary Care Trust, Essex County Council and Essex Probation Trust.  Any issues or concerns about the health service, local policing, education, youth services, social care can be raised.  Parish and Town Councils are invited to submit in advance 3 questions for the debate on the above topics.  There will also be an opportunity to feed into the consultation on the future work priorities of the Safer Communities Partnership.  If anyone wishes to attend then they are asked to return RSVP by 19th November.  This event does clash with the next Parish Council Meeting but Questions may be submitted in advance.  Councillor Howard has proposed submission of three questions on Health related issues and a copy is attached for discussion.
81.2	Letter to the Hon. Secretary of the Horticultural Society thanking them for their kind offer of £500 towards the cost of a new Bench for Theydon Bois Cemetery.  Order has been placed for the Bench with delivery due shortly.
81.3	Letter to the Executive Director, The Limes Medical Centre dated 26th October expressing concern about the cancellation of surgeries at the Branch Surgery in Thrifts Mead.
81.4	Letter from St Mary the Virgin Parochial Church Council dated 18th October with regard to Remembrance Sunday and with invitation to all Parish Councillors to attend the Service of Remembrance on Sunday 14th November at 10.45am.
81.5	The Clerk also drew Councillors attention to her comments regarding the site at Playground at Theydon.  It was agreed that this matter should be referred to the Finance and General Purposes Committee to consider the best way forward.
82.	Finance and General Purposes Committee
82.1	Councillor Philip reported that the Finance and General Purposes Committee had met on Wednesday 20th October. The Committee had considered the RFO’s report and noted that for the present financial year there are likely to be net under spends of at least £14,000.  The under spend has arisen partly due to the timing of the draw down of the Public Works Loan but also due to under spends of certain expenditure such as salaries and to the increased income from the Council’s Cemetery. The budget surplus to date is approximately £26,000 better than the budget profile. Councillor Philip advised that it is possible that the under spend could facilitate certain revenue projects being taken forward.  However, he stated that any under spend only means that the Council has less gap to make up to its stated reserves level than it was planning to have and stressed that it had been previously agreed that the Council would be looking at a ‘flat budget’ for the next financial year.
82.2	Councillor Philip reminded Councillors that the budget for 2011/12 needs to have been fully prepared by the time of the meeting of the Finance and General Purposes Committee on 1st December.  Committees had been requested to propose costed and prioritised bids for expenditure on projects though; because of the schedule of meetings none had yet been received.  Councillor Philip advised that the deadline for submission of any projects to the RFO would be 22nd November.
82.3	The list of payments made since the last Parish Council Meeting had been circulated to all Councillors prior to the Meeting.  A query was raised on the payment for the purchase of software for Theydonnewsdesk but it was clarified that this comprised a software upgrade which was thought to be necessary and had been previously agreed by the Finance and General Purposes Committee.  The list of payments was approved and signed by the Vice-Chairman on behalf of the Council. The RFO will be requested to supply a clearer explanation of any Transfer payments made by the Council on future lists of payments.
83.	Highways and Environment Committee
83.1	Councillor Purkiss reported that the Highways and Environment Committee had met on 21st October.  The Committee had had preliminary discussions regarding their budget for 2011/12 and that in principle they were in agreement that the budget would be largely unchanged from that of 2010/11.  The Committee had also discussed the future of the successful Highways ‘matched funding’ projects with Essex CC.  It had been hoped that Essex would ‘match fund’ proposed footway reconstruction works on the western side of Orchard Drive from the corner of Morgan Crescent to the Primary School.  Given present budgetary constraints however this proposal will be held over until later in the financial year – Councillor Purkiss explained that other options had been examined but did not offer ‘best value’ for the Council’s money.
83.2	Councillor Purkiss reported that Essex CC had started work on the footway reconstruction works on the eastern side of Orchard Drive between the "Renault" garage and the junction with The Weind.  The proposed safety improvements to the bottom of Piercing Hill are hopefully about to commence and new kerbing and safety bollards/markers should be installed shortly. There have been some complications with regard to the proposed widening of the footway at the bottom of Piercing Hill due to Highways requirements and issues with the Diocese of Chelmsford.  The Committee are writing to EFDC/Essex CC for permission to plant trees on land at the junction of Green Glade and Theydon Park Road and also with regard to future maintenance of land between the ‘old’ and ‘new’ Piercing Hill roads.
83.3	Resolved: That the Council will purchase one additional Dog Waste Bin (cost to the Council not to exceed £150) to be located in the vicinity of the junction of Piercing Hill and Morgan Crescent. Proposed by: Councillor Purkiss Seconded by: Councillor Hannibal Carried unanimously The Clerk will liaise with the RFO as to which budget this payment will be taken from.  Councillor Vincent will be requested to look into the possibility of a suitable second location within the village area.
83.4	The communication from Essex CC with regard to their Salt Bin Pilot Scheme was noted.  The Committee had discussed Essex County Council’s proposed Salt Bins Pilot Scheme.  Councillor Purkiss reported that ECC will not supply any salt bins. Those that agree to join their Salt Bag Pilot Scheme will be supplied with a one tonne bag of salt and sand mix.  The one tonne bag must e stored in a secure location which must be covered to ensure it is watertight. The salt must be used on the highway only.  A nominated volunteer must be identified who will decide when and where to spread the salt within their local community and training will be provided by ECC.  One further salt bag will be guaranteed for delivery during the winter season.  The Committee had many reservations about the proposed pilot scheme but it had been agreed that the Council would advertise for a nominated volunteer and take it from there.  The Committee are of the view that salt distribution should be undertaken by the Highways Rangers and Councillor Purkiss will bring this up at the next Highways Liaison Meeting.
83.5	The Clerk reported that the Open Spaces Committee (City of London) is due to visit the planting site on Saturday 6th November and any Councillors are welcome to attend the site visit and prior informal meeting.  City of London has recently confirmed that they will be programming maintenance works to the Poplar Trees on the Green within the next three months.  This will involve crown lifting and other maintenance work.
83.6	Councillor Gooch reported that he had met with residents of the Green who were concerned about damage to the newly refurbished highway, kerbing and pavements caused by contractors visiting the Green View development site and that the damage had been reported to Essex CC Highways.
83.7	Councillor Howard enquired as to whether EFDC were still under contract to spray weeds on footways and adjacent to the highways.  Councillor Purkiss advised that he understood that weed spraying is carried out twice a year.  Councillor Howard also enquired as to what criteria is used to prioritise the highways to be refurbished within the village.  Councillor Philip explained that Essex C C Highways have a List of Priorities which is discussed at Local Highways Panel Meetings and that Parish Councils can have an input into this process.  Councillor Purkiss advised that from the Parish Council’s point of view members of the Highways and Environment Committee personally examine the state of highways and prioritise; usage and amount of ‘foot traffic’ being the main criteria used.
84.	Community Liaison Committee
84.1	Councillor Howard had requested that Village News be placed on the Agenda following the outcome of the complaint which he and Councillor Wood had made in connection with the Local History Recorder’s article in the September edition of Village News.  Apologies had been made by the Editor and these had been accepted by Councillors Howard and Wood.  It was however pointed out that some residents may assume that Village News is a Parish Council publication and to avoid future misunderstandings it is felt that the magazine should contain a disclaimer stating that views expressed are not necessarily those of the Parish Council. Councillor Wood also mentioned that she felt that Theydonnewsdesk should have a formal Complaints Procedure.  Councillor Sowerby explained that the Editorial Committee of Theydonnewsdesk is due to meet on 11th November and that as joint Parish Council Representative on Theydonnewsdesk she would bring these matters up with the Editor and Web-Editor at that meeting.
84.2	Councillor Sowerby reported that the next Theydon Seniors event would be taking place on Friday 26th November from 2pm until 4pm and that the event would have a Christmas theme.  The event would be publicised shortly.
84.3	Councillor Sowerby reported that the next One to One would take place on Monday 1st November and Councillors Wood and Jones had offered to be on duty.  Volunteers are now being sought for the One to One on Monday 6th December.  Councillor Howard indicated that he would be able to assist.
84.4	Councillor Sowerby reported that plans were continuing for the 2010 Christmas Tree Lighting Ceremony to be held at 6.30pm on Friday 3rd December.  Councillors Sowerby, Jones, Berry, Wood and Hannibal were arranging to meet to finalise the details but Councillor Philip stressed that all Councillors are expected to help at what has become the major public event in the Council’s calendar. Volunteers are also needed for the charity collection rota on the morning of Saturday 4th December in the village centre.
84.5	Councillor Philip explained that it had been hoped that the 2011 charity collection could be for the benefit of the new charity ‘Theydon Bois Community and Youth Trust’.  However the charity was still in the process of being created and registered so it would not be possible to nominate it as the registered charity for this year’s Parish Council Charity Christmas Collection.  Councillor Sowerby suggested and it was agreed that following recent visit and talk by Julia Milanovic, the Manager that Epping Forest District Citizen’s Advice Bureau should be the nominated charity for the Council’s 2010 Christmas collection. The Clerk will contact Ms Milanovic to make the necessary arrangements.
84.6	Councillor Hannibal reported that he had wished to explore grants being made to young people in the Parish to enable them to undertake charitable work on the condition that those receiving grants reported back on the outcome.  However there appeared to be difficulties in achieving this within the present powers of the Council.  It was agreed that this matter would be held over pending further research.
85.	Reports from Representatives
85.1	Councillor Purkiss reported that he had attended recent Essex Police/Safer Communities Public Meeting which had been reasonably well attended. The Police had expressed concerns about the impact of proposed cuts. Whilst there had been a slight reduction in recorded incidents of crime in the area last year it was of concern to note the large increases in recorded crime for areas adjacent to Epping Forest such as Havering and Chelmsford. Also of concern are the proposals to close Epping Court (due to problems with disability access) and also Harlow Court – this would mean lengthy journeys to Chelmsford which would have a serious knock on effect on travelling time for Police attending Court.
85.2	Councillor Purkiss also reported that the Cemetery was continuing to function well with income exceeding expectations.  Further daffodil planting had taken place recently and the Gardener had undertaken autumn clearance and also undergrowth had been cleared to open up the views across the adjoining open land owned by the Woodland Trust. Foliage had been cut back to the entrance and estimates were being obtained for rewire to the chain link fence at the entrance to the site.
86.	Any other urgent business for report (without decision)
	Please note that no decisions can be lawfully made under this item.  The Local Government Act 1972 section 12 10 (2) (b) states that business must be specified; therefore the Council cannot lawfully raise matters for decision.
86.1	Councillor Hammond reported that he had an important and urgent matter to raise concerning the Community Initiatives Fund 2010/2011 which had a deadline for grant applications of the following day, namely Friday, 29th October.  Councillor Hammond explained that it had been anticipated that the new charity would be making the application but as it was not yet formed this would not be possible.  Technically therefore any application must be in the name of the Parish Council and in view of the urgency and impending closure of the fund he sought Council’s retrospective approval for the submission of an application for grant funding for the fencing off of the games/seating area. The desirability of fencing the site had previously been discussed by the Council.  Councillor Hammond explained that he had procured letters of support from Theydon Youth, Theydon Pre-School and The Scout Leader to the proposal all of whom were willing to make contribution towards the project. Councillor Hannibal enquired whether the application had been discussed with any other Councillors prior to submission and this was confirmed by Councillor Hammond and Councillor Wood. Councillor Philip proposed that given the immediate importance of the matter that the matter may be raised with the agreement of all Councillors present. It was unanimously agreed (and Councillor Hammond did not vote) that in view of the urgency that the matter of the Community Initiatives Fund Application could be discussed and that the said Application be retrospectively approved by the Council.
87.	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: 87.1    Community Centre  - Tendering Process Councillor Gooch having previously declared a personal and prejudicial interest in this item left the room at this point and took no part in the discussions or the voting in relation to this item.  Councillor Philip reported that the Tenders had been opened by himself and the Clerk on Thursday 21st October in accordance with the agreed Tender process.  The three Tenders received by the Council and relevant breakdowns had subsequently been circulated to all Councillors by the Clerk.  Having carefully examined and compared the Tenders it was resolved as follows: Resolved: That the Council appoints Rupert T Gooch & Sons for the refurbishment of the former Youth Club on the terms and conditions of the Tender Proposed by: Councillor Philip Seconded by: Councillor Sowerby Carried unanimously It was agreed that the Clerk will write to Robert Gooch of Rupert T Gooch & Sons confirming his appointment and that site meeting will be arranged with Mr Gooch to be attended by Councillor Hammond and the Clerk or RFO. 87.2 Community Centre – Charity Creation Update Councillor Hammond reported that the prospective charity board members had met and had reported back to Bates Wells Braithwaite with their comments on the draft constitution.  He sought to discuss the issue of fencing the front green but this was ruled out of order by Councillor Philip. 87.3    Staff Matters   It was agreed that Cllr Purkiss, Philip and Jones would pursue the conclusion of the staff matters. It was resolved to vire £130 from the Salary budget to the Chairman’s Allowance to provide for the completion of the action Proposed Cllr Philip Seconded Cllr Purkiss Carried unanimously

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Minutes of the Meeting of the Parish Council held at The Village Hall
at 8pm on Thursday 30th September, 2010

Annual Front Gardens Competition Awards

Prior to Commencement of the Agenda the Chair presented the Winners of the
Annual Front Gardens Competition with their Awards

Councillors Present:	Cllrs Jones (Chair), Philip, Gooch, Purkiss, Vincent, Hannibal, Berry, Wood and Howard
Apologies:	Councillors Sowerby and Hammond. Greville Norman (Responsible Financial Officer)
Officers Present:	Sally Crone (Parish Clerk),

64.	Apologies for Absence Councillors Hammond and Sowerby.
65.	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.
66.	Public participation session with regard to items on the Agenda No points were raised by any members of the public.
67.	Correspondence- Clerks Report
	The Clerk explained that a full copy of her report had been circulated to all Councillors and was available from the Parish Office for any resident who may be interested.  A full copy of the report is attached to these minutes.  The Clerk drew attention to the following items from her report:-
67.1	Letter of thanks dated 19th September from two residents addressed to the Parish Clerk with their thanks to the Council for arranging the ‘Theydon Seniors’ Event on Friday 17th September.
67.2	News Release from NHS West Essex PCT regarding free Health checks for over 40’s to help reduce heart attacks, strokes, diabetes and kidney disease.  This check is being offered to patients in West Essex.
67.3	Councillor Jones drew attention to item 10. of the Clerk’s Report detailing the email received from a resident expressing concern about the increase in prices for parking at Theydon Bois Station. It was agreed that the Clerk should write a letter to Transport for London condemning the price increases.
67.4	Councillor Jones referred to item 4. of the Clerk’s Report and explained that following publication of the September edition of Village news that she had received a letter of complaint from Councillor Howard (copied to the Parish Clerk and to Councillor Wood) in connection with the content of the article ‘The Past Summer in Theydon Bois’ by the Local History Recorder. This letter had been passed to the Editor of Theydonnewsdesk who had called a meeting of the Editorial Committee of Theydonnewsdesk to discuss the matter.  Councillor Jones reported that the Editorial Committee recognised that there had unfortunately been inaccuracies in the relevant article and that apology was being drafted and would be circulated by the Editor shortly.  Councillor Wood mentioned that Mr Emmett and Mrs Dodman had also lodged a complaint in relation to a different aspect of the same article.  Councillor Jones agreed and reported that similarly Theydonnewsdesk acknowledged that there had been inaccuracies in the reporting and that again an apology was being drafted and would be circulated by the Editor shortly.  Councillors Howard and Wood noted that apology was being drafted and agreed to await that apology before commenting further.  Councillor Hannibal expressed support for the view that the article should not have been published as submitted and felt he was not alone in expressing this view.
68.	To discuss and approve the Minutes of the Parish Council Meeting held on 26th August, 2010 The Clerk apologised for the late submission to Councillors of the draft Minutes of the Parish Council Meeting held on 26th August for approval and it was agreed that the approval of these minutes would be held over to the next Parish Council Meeting to be held on 28th October.
69.	Community Centre
69.1	Councillor Jones commenced by again paying tribute to the contribution made by Councillor Hammond in achieving the completion of the acquisition of the site and confirmed that completion had taken place on Friday 17th September, 2010.
69.2	Councillor Philip reported that the Public Works Loan (PWL) taken out by the Parish Council to facilitate the purchase had been drawn down and that in accordance with the Council’s previous consultation that the loan repayments will cost each household in the order of an additional 25p per week on a Band D property. The PWL will be repaid by half-yearly annuity to be repaid over 25 years with the repayment dates coinciding with the repayment dates of the existing PWL in connection with the Village Hall.
69.3	Councillor Philip reported that the Schedule of Works/Specification had been circulated to all Councillors and as agreed by the Finance Committee that this document had been reviewed by himself, Councillor Jones and the Clerk. A Notice inviting expressions of interest from Contractors had been published on the Parish Council Notice Boards.  In fact no such expressions of interest had been received by the Clerk before expiry of the deadline on Friday 17th September. However since expiry of that deadline several interested Contractors had made contact with the Clerk.  Councillor Philip suggested therefore that the tendering process should be extended and he referred to the Council’s Standing Orders which state as follows: 21. (ii)………………If no tenders are received (following publication of Notices) the Council may make such arrangements for procuring the goods or materials or executing the works as it thinks fit’.  Councillor Philip therefore proposed that the Council should continue the tendering process by issuing the Schedule of Works/Tender Document on Monday 4th October to any Contractors who had by that date expressed an interest with a Return Date of 19th October.  Each tendering firm will be supplied with a sealed envelope in which the tender is to be sealed and remain sealed until after 12 noon on Thursday 21st October 2010 when sealed tenders will be opened by the Responsible Financial Officer or the Clerk in the presence of Councillor Philip as Chair of the Finance Committee. The Tenders will then be considered at the Council Meeting on 28th October.  Councillor Howard enquired whether enquiry had been made of Epping Forest District Council with regard to any approved list of contractors which they may hold.  Councillor Philip explained that EFDC tendering is generally undertaken through the Essex Procurement Hub which is a system rather than a list.  Also, the Council had earlier agreed that it would be preferable to engage a local builder. Councillor Philip however invited Councillor Howard to provide the Clerk with details of any interested contractor known to him by 4th October. Agreed: That the Council will proceed to issue Tenders to any Contractors expressing an interest to the Parish Clerk by Monday 4th October and the Clerk will issue said Tenders on Monday 4th October with a Return Date of 12 noon on Tuesday 19th October, 2010.  Any returned Tenders will be opened by the RFO or the Clerk in the presence of Councillor Philip as Chair of the Finance Committee after 12 noon on Thursday 21st October.  The Tenders will then be considered at the Council Meeting to be held on Thursday 28th October. Proposed by: Councillor Philip Seconded by: Councillor Gooch Carried unanimously
69.4	Councillor Vincent reported that he and the other prospective Trustees of the new Community Charity had met on Tuesday 28th September and had reviewed the legal advice given by Bates Wells Braithwaite LLP in connection with the creation of the charity.  It had been agreed that subject to Charity Commission approval the Charity would be named the ‘Theydon Bois Community and Youth Trust’. Shadow Board Members had been decided upon with Mr Roy Newland having been appointed the Chairman.  It is intended that there will be eleven trustees of whom two will be nominees of Theydon Bois Parish Council.  Initially those Council nominees will be Councillors Vincent and Hammond. The prospective trustees had discussed that the number of trustees appointed by the Council at any one time must be less than 20% (to avoid the Charity being designated as a ‘local authority controlled and influenced company’) and so the Parish Council nominees had indicated that if the number of trustees falls below eleven in practice then the Parish Council nominee(s) would step aside to avoid this percentage being exceeded.  Councillor Vincent also reported that he would be undertaking Health and Safety Assessment of the new premises and that the Board would be reviewing insurance and CRB requirements for the site and for those involved.
70.	Review of Council’s Standing Orders
70.1	Councillor Jones thanked Councillor Hannibal for all the work he had undertaken in the past in connection with the Council’s Standing Orders and for his recent work on this year’s review.
70.2	Councillor Hannibal reported that the Council’s Standing Orders had been reviewed on many occasions and that the National Association of Local Councils had now published new Model Standing Orders which have a different character although have similar effect- he proposed that the Council should move ahead on adopting these new Model Standing Orders having tailored them to the Council’s requirements.  A copy of the new Model Standing Orders had been previously circulated to all Councillors with a request that all Councillors should review and forward any comments or proposals to Councillor Hannibal.  Councillor Philip proposed that a Task and Finish Panel comprising himself as Chair of the Finance and General Purposes Committee, Councillor Jones as Chair of the Council and Councillor Hannibal should be established to review the Orders, draft amendments and present revisions to Council for approval.  It was agreed to proceed on this basis.
71.	Finance and General Purposes Committee
71.1	Councillor Philip (Chair of the Finance and General Purposes Committee) reported that the Committee had met on 8th September and that draft minutes of that Meeting had been circulated to all Councillors.  Councillor Philip advised that the next Finance and General Purposes Committee Meeting is due to take place on 20th October and that the budgeting process for the next Financial Year will commence at that Meeting. Budgets will be tight but the various Council Committees should liaise with their respective Chairs and advise the RFO as to suitably prioritised projects for any one off specific items together with any proposals for changes in the budgets from those of the present financial year prior to the meeting on 20th October.
71.2	Councillor Philip reported that the Council had received confirmation from the Audit Commission that the Council’s 2009/10 Audit had been completed without any qualifications. Councillor Philip paid tribute to the work of the RFO in achieving this outcome.
71.3	The list of payments made since the last Parish Council Meeting having been circulated to all Councillors prior to the Meeting same were approved and the Chair signed same on behalf of the Council
71.4	Councillor Philip reported that the Council had historically made a donation of £100 to the British Legion in respect of the Poppy Wreath laid by the Chair on behalf of the Council at the War Memorial on Remembrance Sunday.  It was agreed that a donation of £100 should be made again this year.
72.	Highways and Environment Committee
72.1	Councillor Purkiss reported that the Contractors appointed by Essex CC Highways had completed the re-planing of the Avenue of Trees and Forest Drive together with some kerb refurbishments to a good standard.
72.2	Councillor Purkiss also reported that City of London has now agreed to construct the necessary headwall to hopefully rectify the problem with the ditch at the base of the Avenue of Trees. They had also agreed to insert ‘shuttering’ in Poplar Row to alleviate the flooding problem in that location.
72.3	Councillor Purkiss requested that the Planning Committee should review the issue of encroachment over boundary lines in Red Oaks Mead which is causing problems with access to the Allotment Site.
72.4	Councillor Purkiss reported that the plots on the Allotment Site are in high demand and that the site is almost fully occupied by Allotment holders which is very pleasing.
72.5	Councillor Vincent reported that there is nothing to report on progress with regard to the Parking Review which appears to be held up due to issues surrounding the cost of advertising.
72.6	Councillor Jones reported that the City of London is due to commence the planting of the new Avenue of fifty Oak trees on 4th November and the work is likely to take three days.  The City of London Open Spaces Committee is due to visit the village and the planting site on the morning of Saturday 6th November.  Invitation has been extended to all Councillors and the leaders of interested Community Groups.  Councillors are requested to advise the Clerk as soon as possible if they wish to attend this event.
73.	Theydon Bois Tree Strategy Committee – Annual Meeting 2010
	The Clerk reported that the Annual Meeting of Theydon Bois Tree Strategy Committee is due to take place on 4th November, 2010.
74.	Community Liaison Committee
74.1	Councillor Berry reported that the new Community Liaison Committee had met on 2nd September, 2010.  Councillor Sowerby had been elected as Chair of that Committee.  Draft minutes of that Meeting had been circulated to all Councillors by the Clerk and Councillor Sowerby had prepared a Report which had been submitted to the Committee Members.  Councillor Berry summarised the most important points as follows: An ‘A’ Board had been purchased to promote Parish Council activities and a new display board for Parish Council Information had also been purchased and had been installed outside the Parish Office to replace the previous board which had broken.  Councillor Wood had agreed to become the Parish Transport Representative.  The Annual Christmas Tree Lighting Event had been discussed and would be held on Friday 3rd December 2010.  A separate ‘Task and Finish’ group of Councillors would be formed to co-ordinate this event but all Councillors are being encouraged to participate and help with this event.  The next ‘Theydon Seniors’ Event will have a Christmas Theme and will take place on Friday 26th November at a new time of 2pm until 4pm.  The Council are very grateful to the team of volunteers who have given of their time to help at the very successful ‘Theydon Seniors’ Events.
74.2	Councillor Berry reported that the Community Liaison Committee had approved Terms of Reference which had been circulated to all Councillors.  Councillor Philip proposed two amendments and Terms of Reference for the Community Liaison Committee were agreed and adopted by the Council in the attached form
74.3	The Clerk had reported that letter had been received from two local residents suggesting that following the successful ‘Queens Golden Jubilee’ Summer Party held on 3rd June 2002 that there should be an organised celebration of ‘Queen Elizabeth’s Diamond Jubilee’ in 2012 in the year that the UK will also be hosting the Olympics. It was agreed that this matter will be referred to the Community Liaison Committee for further discussion and that article will be placed in the December edition of Village News, seeking ideas and volunteers from Villagers.
75.	Planning Committee
	Councillor Gooch reported that since the Parish Council Meeting held on 29th July the Planning Committee has reviewed thirteen planning applications of which they had objected to seven applications. In particular the Planning Committee has raised objections to proposed developments in Green View, The Weind, Forest Drive and Theydon Park Road.
76.	Reports from Representatives None.
77.	Any other urgent business for report (without decision)
77.1	Councillor Philip reported that he had attended recent EFDC Local Development Framework Cabinet Committee Meeting and that the Forward Planning Manager had presented a report regarding the Local Wildlife Sites Evidence Base Study. Councillor Philip reported that he had spoken strongly in favour of an amendment to the Report in connection with the designation of wildlife site EP87 at Blunts Farm as a ‘Brownfield site’ which had caused much local consternation and confusion. Having listened to the arguments the Cabinet Committee had resolved that the wildlife site Ep87 should be renamed ‘Blunts Farm’ and that all instances of the use of the term ‘Brownfield’ in connection with this site within the report should be removed.
77.2	Councillor Vincent queried a seemingly active ‘Theydon Bois Parish Council’ webpage which appeared to contain out of date information.  The Web-Editor agreed to look into this and report back.
78.	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
78.1	A resident wished to mention that she had noted other inaccuracies in the Local History reporting over the years.
78.2	A resident raised concerns about recent incidences of absence of Doctor and Receptionist cover for scheduled Surgeries at The Limes Branch Surgery in Theydon Bois and the inconvenience and distress that this caused to particularly elderly residents without transport and those trying to obtain prescriptions.  It was noted that the staff at Theydon Pharmacy had been most helpful in assisting with taking prescriptions to and from The Limes in Epping during these recent periods of closure of the Branch Surgery.  Councillor Howard confirmed that he had spoken briefly with the Practice Manager to discuss these concerns which had been referred to him by the Clerk.  It was agreed that the Clerk will draft a letter to the Limes Medical Centre to be signed by the Chair raising formal complaint as to the recent closures and asking for a meeting so that the Council can discuss the matter further.
78.3	The Web-Editor referred to Item 4 of the Clerk’s Report in connection with the complaints received in connection with the content of the Local History Report in the last edition of Village News.  He explained that whilst he did not wish to go into detail apologies were being drafted by the Editor and it was recognised that regrettably there had been some inaccuracies in the article. He stressed that the Editor and Web-Editor are editorially independent of the Parish Council and that both Editors do their best to ensure that views expressed in the magazine are balanced.  He also pointed out that Village News is presently self-financing and that outgoings are met from the kind sponsors of the magazine.  Both Editors and contributors give of their time freely and voluntarily and sadly as with any publication occasionally inaccuracies will occur and where appropriate as is the situation here apologies are offered by the Editorial Team in good faith.
78.4	A resident raised concerns about brambles overhanging the footpath along Station Approach.  Councillor Vincent confirmed that he would discuss the matter with the relevant occupier.
78.5	A resident mentioned that Bus Timetables are needed for both Bus Shelters for the 541.  This will be raised with the Bus Operator.

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Minutes of the Meeting of the Parish Council held at The Village Hall
at 8pm on Thursday 26th August, 2010

Councillors Present:	Cllrs Jones (Chair), Philip,Gooch, Hammond, Purkiss, Hannibal, Sowerby, Wood and Howard
Apologies:	Councillors Vincent and Berry
Officers Present:	Sally Crone (Parish Clerk), Greville Norman (Responsible Financial Officer)

51.	Apologies for Absence Councillors Berry and Vincent
52.	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.
53.	Correspondence- Clerks Report
	The Clerk explained that a full copy of her report had been circulated to all Councillors prior to the meeting and was available from the Parish Office for any resident who may be interested.  A full copy of the report is attached to these minutes.
54.	To discuss and approve the Minutes of the Parish Council Meeting held on 29th July, 2010 The draft Minutes of the Parish Council Meeting held on 29th July, 2010 were approved and signed by the Chair who was authorised to sign the Minutes by those Councillors who had been present at that Meeting
55.	Community Centre
55.1	It was noted that contracts had been exchanged for the purchase of the former Youth Club site off Loughton Lane and that it is anticipated that completion will take place on 17th September. Councillor Jones thanked Councillor Hammond for all his work in helping to achieve completion of the purchase.
55.2	It was noted that the Transfer Deed had been duly signed by Councillors Jones and Hammond on behalf of the Council in readiness for completion their signatures having been witnessed at the offices of the Council’s Solicitors. It was also noted and agreed that Councillors Jones and Hammond would sign the Stamp Duty Land Tax Form on behalf of the Council as prepared by and requested by the Council’s Solicitors.
55.3	It was noted that the Application for the Public Work Loan had been submitted to the Public Works Loan Board in readiness for completion.
55.4	The Completion Statement received from the Council’s Solicitors was noted.  The balance to be financed by kind donation by the Village Association.
55.5	It was agreed that Councillor Hammond would kindly arrange for Specification of Works to be drawn up in respect of the refurbishment works for the former Youth Centre Building with the intention that this would be submitted to the Finance Committee for approval at their next Meeting on 8th September. It was further agreed that the Village Association will be approached for any shortfall between the cost of the works and the Community Initiatives Grant which the Council has obtained.
55.6	Councillor Hammond reported that it is intended that further meeting of the prospective trustees for the new charity will be arranged and in the meantime that the prospective trustees will be approached with regard to completing applications for CRB checks. Unfortunately a bid to Essex County Council to participate in a “Big Society” Pilot Scheme had not been successful as one major project had been chosen.  However it is now proposed to look at further funding opportunities such as the next round of CIF Funding for works such as fencing off the green and putting a gate across the Maple Close entranceway to make the site more secure.
56.	Review of Standing Orders
56.1	A copy of the Council’s present Standing Orders together with a copy of the National Association of Local Council’s new Model Standing Orders had been circulated to all Councillors with a request that any comments should be forwarded to Councillor Hannibal who had kindly agreed to collate any responses.  It was decided that further time was needed to undertake full review but that the initial feeling was that all Councillors are content with the present Orders in relation to Public Participation which takes place at Bi-monthly Council Meetings only. Councillor Hannibal agreed to undertake further review and meantime Councillors were again asked to forward any comments to Councillor Hannibal prior to the next Council Meeting on 30th September.
57.	Epping Forest District Council’s Code of Conduct Training – Briefing on the Complaints Process The Clerk had previously circulated a Report on this Training Session
58.	Council and Committee Meeting Dates for 2010 and 2011
58.1	The list of Council and Committee Meeting Dates for 2010 and 2011 were noted.
58.2	The Christmas Tree Lighting Ceremony arranged by the Parish Council will take place on Friday 3rd December, 2010. The arrangements for this event will be referred to the Community Liaison Committee.
59.	Finance and General Purposes Committee
59.1	The RFO’s Report which had been previously circulated was duly noted.
59.2	The RFO explained that the Council was currently not in compliance with paragraph 1.9 of its Financial Standing Orders in that pending the completion of the purchase of the former Youth Centre site and on a temporary there would be a balance in excess of £75,000 in the Council’s Bank Account with Barclays Bank plc.  Agreed: That the Council do suspend paragraph 1.9 of its Financial Standing Orders until the end of September.
59.3	The payments made since the last Parish Council Meeting having been circulated to all Councillors prior to the meeting same were approved and the Chair signed same on behalf of the Council
60.	Highways and Environment Committee
60.1	The Clerk reported that she together with representatives from the Tree Strategy Committee, the Horticultural Society and The Rural Preservation Society had attended recent trip organised by City of London to select the trees to be used in the forthcoming tree planting in the Avenue of Trees on the Green.  The planting is due to start on 4th November and is likely to take three days.
60.2	Councillor Purkiss reported that the problem with the ditch at the bottom of the Avenue of Trees had still not been rectified despite it having been agreed with Essex CC that they would construct a headwall.  The ditch is on City of London land and they have indicated that a further Report as to the need for a Gagon is now awaited before any remedial work can commence.
60.3	Councillor Purkiss reported that the standard of the recent works undertaken to Forest Tree and Avenue of Trees together with the works to the kerbs in Harewood Hill by Essex CC is very pleasing and it was agreed that letter of appreciation should be sent to Essex in this regard. Councillor Purkiss also reported that the Highways Rangers had recently washed road signs at the “gateways” to the village which again was a pleasing outcome of the Council’s request to Essex CC.
60.4	Councillor Purkiss reported that there had been a problem with the Council not having been informed about the removal of a mature Silver Maple tree in Buxton Road which had been sanctioned due to concerns about a subsidence claim made by an adjacent land-owner.  To hopefully avoid a similar situation arising in the future it had now been agreed that Epping Forest District Council will email the Parish Clerk providing notice of when works are to be undertake to Street Trees.  The Clerk confirmed that this is now happening and seems to be working well.
60.5	Councillor Purkiss reported that upon reflection and discussions with allotment users that it had been decided that a height-restriction barrier was not necessary or practical for the Allotment Site (reference earlier Minute Reference 85 of the Meeting held on 27th August 2009) and so a field gate and post had been sourced and the gate hung at the entrance.  Said work had been undertaken by RG Clarke at the lesser sum of £304 which was agreed to be a satisfactory outcome.
61.	Cemetery Committee
61.1	Councillor Hammond had been re-elected as Chair of the Cemetery Committee at the recent Cemetery Meeting held on 5th August, 2010.
61.2	Councillor Hammond explained that the Cemetery is very successful and income from the sale of plots is exceeding expectations.  The Cemetery Committee is in agreement that the future expansion of the Cemetery needs to be addressed. Councillor Purkiss had reported that he had made further investigations with The Woodland Trust with regard to the possible purchase of land adjacent to the Cemetery in Abridge Road for a future extension to the Cemetery. A plan showing the prospective area which Woodland Trust is in principle willing to make available had been circulated to Cemetery Committee Members- the area is shown coloured in green on the plan. The Woodland Trust will retain the entrance, car park and access track.  A purchase price of £10,000, subject to contract has been suggested and a local benefactor has offered to finance the purchase.  There is however a legal issue to be overcome. The land is subject to restrictive covenants pursuant to a Conveyance dated 6th September, 1937 which contains a covenant (amongst many others) “not to use or permit to be used any part of the land hereby conveyed for the purpose of a cemetery or burial ground.”  The Clerk cautioned that the law regarding restrictive covenants is complex and it would be necessary to obtain specialist legal advice in relation to the covenants before proceeding. The Clerk also advised that it would also be necessary to seek planning permission for use as a Cemetery and any purchase may need to be subject to that also. It was agreed that the Clerk should write to The Woodland Trust requesting a copy of the original deeds and that the Clerk would liaise with Councillor Hammond with regard to a Barrister’s Opinion being obtained with regard to the enforceability/release of the restrictive covenants.  The Clerk was authorised to expend up to £200 in respect of any necessary Land Registry Search Fees needed for the Instructions to Counsel.
61.3	The Cemetery Committee Terms of Reference approved by the Cemetery Committee and circulated prior to the Meeting were approved and adopted by the Council.
62.	Reports from Representatives None.
63.	Any other urgent business for report (without decision)
	Councillor Jones reported that she had been invited to attend a meeting to meet with the new Chief Inspector of Police for Epping Forest

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Minutes of the Meeting (PP) of the Parish Council held at The Village Hall at
8pm on Thursday 29th July, 2010

Villager of the Year Award

Prior to Commencement of the Agenda the Vice-Chairman explained that Marian Mellis and her team of volunteers involved with the former Robert Daniels Court Day Club had been awarded The Theydon Bois Community Rose Bowl for the annual “Villager of the Year Award”.

The Vice-Chairman then proceeded to read out the following tribute to Marian and her team as prepared by Councillor Jones:

“It is never and easy job to select one person to acknowledge above others for the Villager of the Year. As I have said on many occasions before we are as a community extremely lucky in that there are so many residents who give up their time to help and support others in the village.

Indeed when deciding this year’s Villager of the Year it was quite clear to me that it should be awarded not solely to an individual also the team of volunteers who worked alongside her. However it is an opportunity to recognise and publicly thank someone who has selflessly committed their time help our residents.

It is especially hard and demanding when such a commitment is given on a regular basis, week in week out. People very quickly come to rely on the support and service that is being given.

Foe many years our new Villager of the Year led a fantastic team who together ran the Robert Daniels Wednesday Club. This service was provided unfailingly for many years. I know many residents came to depend on it and it is sorely missed by those who attended.

The leader of the team was of course Marian Mellis and it gives me great pleasure, on behalf of the Parish Council, to award this to her in recognition of her dedication and hard work and would like to invite her to accept the Theydon Bois Community Rose Bowl on behalf of her team of tireless volunteers.

Thank you”

This item was followed by a short presentation by Julia Milovanovic, District Manager of Epping Forest District Citizens Advice Bureau.

Julia made the following points:

1.       For the 2009/10 year the Epping Forest District CAB has seen an unprecedented increase in enquiry numbers- approximately 18,000 clients were seen last year.

2.       Debt comprises the main enquiry area, approximately 50% of total enquiries relate to debt related issues.  The average credit card debt advised upon is in the region of £20,000-£25,000.

3.       In a bid to reduce waiting times for clients Gateway interviews are being introduced. Clients will have a short 10-15 minute interview with a Gateway Adviser and will then either be given an appointment for a full interview with a specialist or general adviser, be referred to another agency or given details of self-help.

4.       With effect from 24th September, 2010 there will be a single phone number for Epping Forest CAB Branches with 8 lines in.  The number will be 0844 2571909.

The Vice-Chairman thanked Ms Milovanovic for her interesting and informative talk.

Councillors Present:	Cllrs Philip (Chair),Gooch, Hammond, Purkiss, Vincent, Hannibal, Berry, Sowerby and Howard
Apologies:	Councillors Jones and Wood
Officers Present:	Sally Crone (Parish Clerk), Greville Norman (Responsible Financial Officer)

35.	Apologies for Absence Councillors Jones and Wood. Councillor Philip explained that in the absence of the Chair, Councillor Jones that he as Vice-Chairman would preside.
36.	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.
37.	Public participation session with regard to items on the Agenda No points were raised by any members of the public.
38.	Correspondence- Clerks Report
	The Clerk explained that a full copy of her report had been circulated to all Councillors and was available from the Parish Office for any resident who may be interested.  A full copy of the report is attached to these minutes.  The Clerk drew attention to the following items from her report:-
38.1	Email from former Councillor John Eaton advising the Council that sadly Mr Frank Jones, a former Parish Clerk had passed away after a long illness.  The Council has sent a condolence card to this widow.
38.2	Letter from Essex County Council dated 21st July with a copy of the Public Notice relating to the ECC (Theydon Green/Avenue of Trees and Forest Drive) Temporary Prohibition of Traffic Order 2010. This comes into effect on 9th August and will continue for 18 months or until the work is completed whichever is the earlier.  The closures are actually intended to occur on dates between 9th and 30th August for 4 days to allow resurfacing to be undertaken.  Access for emergency vehicles and pedestrians will be maintained at all times.  The Order relates to The Avenue of Trees from its junction with the B172 Coppice Row southwest to its junction with the Green and to Forest Drive from its junction with Coppice Row north to its junction with Dukes Avenue.
38.3	Details of the Safe and Sound Home Safety Scheme operated by Voluntary Action Epping Forest.   This is a new scheme for the district to reduce the number of falls by the elderly in their homes whilst making sure that the property is secure and safe against intruders.  The scheme is available to anyone aged 60 or over and living in Epping Forest District.  In most cases the service is free.  The Parish Clerk has the contact details for anyone who maybe interested.
38.4	Letters to the winners and second and third placed in this years’ annual front gardens competition. The winners have been invited to the Council’s Meeting on 30th September to be presented with their cups.
38.5	Since the last meeting Councillor Hannibal has attended the AGM of the Rural Community Council of Essex held on Wednesday 7th July at which the result of the 2010 Essex Village of the Year and Best Kept Village and Churchyard Competition was announced. Councillor Hannibal will report on this in later Agenda Item. Councillor Gooch has attended Meeting of Area Planning Sub-Committee East held on 14th July and spoke against the application for the demolition of the existing bungalow and erection of replacement at 40 Forest Drive.  Councillor Gooch will report on this in later Agenda item.
39.	To discuss and approve the Minutes of the Parish Council Meeting held on 24th June, 2010 The draft Minutes of the Parish Council Meeting held on 24th June, 2010 were approved and signed by the Vice-Chairman subject to a minor amendment to Minute Reference 30 which was agreed.
40.	Committee Terms of Reference
40.1	The Finance and General Purposes Committee Terms of Reference previously circulated to all Councillors and approved by the Finance and General Purposes Committee was approved and adopted by the Council in the attached form.
40.2	The Vice-Chairman explained that if Council business so required then the proposed Parish Council Meeting scheduled for Thursday 26th August would go ahead but if it transpired that there is insufficient business then the Meeting will be cancelled and the Clerk will advise the Web Editor and all Councillors accordingly.
40.3	The need to review the Council’s Standing Orders was duly noted and it was agreed that these would be reviewed by all Councillors individually with any comments fed back to the Clerk in time for further discussion at the meeting to be held on 30th September, 2010.  The Clerk will re-circulate a copy of the current Standing Orders to all Councillors.
41.	Community Initiatives
41.1	Councillor Hammond provided update on progress regarding the proposed purchase of the Community Centre site from Essex County Council. The Clerk has authorised the Council’s Solicitor to exchange contracts and he is awaiting call-back from Essex County Council’s Solicitor to effect exchange of contracts with completion 28 days thereafter.
41.2	Councillor Hammond provided update on progress regarding the creation of the proposed charity.  The Council’s Solicitor has drafted documents relating to the constitution of the charity and these have been circulated to the Shadow Committee members of the Charity and to all relevant Councillors. These documents were discussed by the Finance Committee at their meeting on 22nd July and recommendations made. The Shadow Committee will be arranging further meeting shortly. Confirmation as to the continuing availability of the grant funding from Essex County Council Community Initiatives Fund 2009/10 has been obtained and the Council has been advised that there is to be another round of CIF funding in 2010/11, albeit the amounts have yet to be finalised.  A specification of the works to be done at the Community Centre is being produced with a view to going out to tender as soon as possible. The Donkey Derby Committee has very kindly announced that following another successful event this year a donation of £1500 will be made to the new charity. Councillor Hammond expressed his thanks on behalf of the Council and of the new Charity to the Donkey Derby Committee for their generosity in this regard.
41.3	The Council noted the recommendation of the Finance and General Purposes Committee following review of the Further Opinion of the Barrister dated 10th June 2010 and the Council will not seek to purchase the Community Centre under the Open Spaces Act.
42. 42.1	Finance and General Purposes Committee The RFO reported that the Finance and General Purposes Committee had met on 22nd July and that he had previously circulated a Report dated 22nd July to the members of that Committee. The main points were as follows:
	42.1.1 The Council had previously decided to return to its former accounting system, this has been installed and the RFO has now re-entered all transactions going back to June 2009 and the data from April 2002 to June 2009 has been captured from the old system.
	42.1.2 The Council will account on an accruals basis.
	42.1.3 The RFO had produced some sample budgetary reports and these had been well received by Councillors.
	42.1.4 The Budget is out of date as a result of slippage in the Community Centre acquisition and the recent Council by-election and it will be reviewed.
	42.1.5 The Annual Return had been sent off to the Council’s External Auditor on 8th July and the External Auditor had acknowledged receipt of this.
42.2	The RFO explained that the Council’s Accounts (which had been previously circulated to all Councillors) for the year ended 31st March 2010 reveal a surplus of £3,630. This is despite some project based expenditure and represents a better outcome than expected.  The Council’s reserves amount to approximately £57,000 of which £5,730 is designated reserves for election expenses and for professional advice should it be required in connection with EFDC’s Gypsies and Travellers Consultation exercise. This means that the Council has only narrowly missed the target set out in its Reserves Policy of holding a figure equal to six months’ anticipated net expenditure or precept which is a better outcome than expected.  Resolved: To approve and adopt the Annual Accounts for the year ended 31st March 2010 same having been previously recommended for approval by the Finance and General Purposes Committee Proposed by: Councillor Hammond Seconded by: Councillor Hannibal Carried unanimously
42.3	Councillor Hammond expressed thanks to the RFO on behalf of the Council for all his work in transferring the accounts to the new system and in the preparation of the Council’s Annual Accounts.
42.4	The payments made since the last meeting on the attached list were approved for payment by the Council
42.5	Councillor Berry reported that she and the Clerk had met with two of the Volunteer Village Tree Wardens and that draft Risk Assessment had been completed as required for Insurance purposes.  This draft had been circulated to all Councillors and to the Tree Wardens. Councillor Berry explained that as with the Council’s other Risk Assessments it was necessary to consider and insert the impact of risk and potential consequence for each identified risk by reference to a numeric scale. This was then considered and appropriate numbers inserted into the draft.  Councillor Berry will finalise and circulate the final version.
43.	Planning Committee
43.1	Councillor Philip reported that at the EFDC Council Meeting held on 27th July the Council had accepted the recommendations from Cabinet and that following the revocation of the Direction which had required EFDC to prepare a separate Gypsy and Traveller Development Plan Document (DPD) it had been agreed that work on the Gypsy and Traveller DPD would be ceased immediately; that the Options and Issues consultation work be discontinued; and that those residents who own or live in the vicinity of affected sites would be reassured that the impact of this decision is, where appropriate, to restore the identified sites to the planning status they enjoyed prior to the Direction of September 2007. Councillor Diana Collins, Leader of the Council had expressed her thanks to all the local residents and Community groups who had commented on the consultation. Councillor Philip urged local residents to comment on the draft Local Development Framework where appropriate and to participate in the process as much as possible, expressing positive as well as negative feelings in any feedback to EFDC.
43.2	Councillor Philip reported that the consultation period on the Scoping Report is now closed and that the Council had submitted a response.
43.3	Councillor Gooch reported that since the last Council Meeting with Public Participation held on 25th March 2010 the Planning Committee had reviewed 15 Applications. Of these the Planning Committee had submitted objections to Epping Forest District Council in respect of ten applications.  Of particular note were the Applications relating to developments where the Planning Committee had raised objection in relation to dwellings situated in Theydon Road, Forest Drive and Morgan Crescent.
43.4	Councillor Gooch reported that in addition to reviewing Planning Applications that the Planning Committee had recently been involved in reviewing the Local List. Recommendations had been made to the Conservation Officer at EFDC and response is awaited.
43.5	Councillor Gooch reported that since the last Council Meeting with Public Participation held on 27th May, 2010 the Planning Committee had held five Meetings and reviewed twenty Planning Applications. Of these the Planning Committee had submitted objections to Epping Forest District Council in respect of six applications.  Of particular note were the Applications relating to developments where the Planning Committee had raised objection in relation to dwellings situated in Piercing Hill, Forest Drive and Morgan Crescent
44.	Highways and Environment Committee
44.1	Councillor Hannibal reported that he had attended the AGM of the Rural Community Council of Essex on 7th July held at The Essex Golf and Country Club, Earls Colne. The results of the Essex Village of the Year and Best Kept Village Competitions for 2010 were announced.  Theydon Bois had been awarded the Runner-Up Prize in Class 2 of the Best Kept Village Competition 2010 (Population 5-10,000) which was very pleasing.
44.2	Councillor Purkiss reported that the Council had made application to Essex County Council for the replacement of trees in the Village having identified some areas where this would be of benefit.
44.3	Councillor Purkiss reported that the Council had made a request to Essex County Council Highways for items of maintenance work to be carried out by the Highways Rangers Service
44.4	Councillor Purkiss reported that the Village is looking fairly good at present and that this is thanks to the efforts of Chris, the Village Street Cleaner and also the volunteer litter pick team and he stressed the overall team effort needed to maintain a high standard.  Councillor Berry pointed out that the Council had recently received some letters of concern from local residents about problems with litter on the Village Green and in the Village Shopping Area and this was noted.
45.	Community Liaison Committee
45.1	Councillor Sowerby reported that the Community Liaison Committee is due to hold their first Committee Meeting on Thursday 2nd September.
45.2	Councillor Hannibal reported that the Council has now published its Guidelines of Freedom of Information which are available to download from the links on the Village Website via the Parish Council news page or from the Parish Office.  The Youth page on the Village Website has its own volunteer youth editor and is up and running.
45.3	Councillor Sowerby reported as follows: Parish Council Surgeries/One-2-Ones The next One-2-One will be held on Monday 2nd August at a new time of 6.00-7.00pm. The usual venue will be the Village Hall. Councillors on duty will be Councillor Hannibal  and Councillor Berry. PC Andy Cook will also be available to discuss any police or security matters affecting our village and he will also be happy to perform security marking on personal possessions free of charge. Theydon Seniors Event We had a very successful Theydon Seniors event in June, and the next one will be on Friday 17th September between 3.00-5.00 pm. There will be an afternoon tea and   homemade cakes, plus some entertainment from a local singing group. Our events are open to all senior residents of Theydon Bois, particularly those with mobility problems.  If you are interested in attending on 17th September, please get in touch with Sally, our Parish Clerk. In the meantime, look out for one of the posters sited on the Parish notice-boards. Annual Front Gardens Competition 2010 All Parish Councillors were recently allocated roads in Theydon Bois in order to draw up a shortlist of gardens for the categories of: • Informal Garden • Formal Garden • Hardstanding with Planting • Commercial (pubs & shops) The final judging was undertaken by members of the Horticultural Society and all owners have been contacted and congratulated by the Parish Council. A presentation of cups to the lucky winners will take place at the Parish Council meeting on 30th September.
45.4	Councillor Sowerby reported that there had been recent meeting of Theydonnewsdesk.  The next edition of Village News is due out in September with a final copy date of 20th August. The editor has proposed that purchase be made of software upgrade to MS Publisher 2010 (approximate cost £95).  Resolved: That the Editor of Theydonnewsdesk be authorised to purchase MS Publisher 2010 cost to the Council not to exceed £95 said payment to be paid out of the Council’s Communications Budget
	Proposed by: Councillor Berry Seconded by: Councillor Vincent Carried unanimously
45.5	The Clerk drew attention to the forthcoming changes in responsibility to concessionary travel passes and the public consultation.  Responsibility for dealing with Bus Passes will change from Epping Forest District Council to Essex County Council with effect from 1st April 2011.  Essex County Council is running a public consultation from 1st July 2010 until 30th September 2010. Essex County Council wants to know what users find most useful about their current pass so they are conducting a consultation so as to make an informed decision about what the County Council offers from 1 April 2011. To share your views, please complete the online survey. Alternatively, to request a paper survey call 0845 7430 430 or visit any library or council office in Essex. Further information about the changes on the Essex County Council Website.
45.6	The Clerk issued reminder about Essex County Council’s Transport and Access Needs Survey in Epping Forest District and residents were urged to complete a questionnaire which can be obtained from libraries, online or via the Parish Office.
46.	Cemetery Committee
46.1	The Clerk confirmed that the next Cemetery Committee Meeting will take place on 5th August at 8pm.
46.2	Councillor Hammond reported that the Cemetery Gardener is working well and the appearance of the Cemetery has greatly improved since his appointment.  This is very pleasing.  The new Cemetery Notice Board has been installed which improves the look of the entrance.  Further reports will be available after the forthcoming Cemetery Committee Meeting.
47.	Reports from Representatives None.
48.	Any other urgent business for report (without decision)
	None.
49.	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
49.1	The website editor requested that decision be made and communicated to residents as to whether the Parish Council Meeting scheduled to take place on 26th August would go ahead as soon as possible.
49.2	The website editor confirmed that the Concessionary Travel Pass Changes & Questionnaire are available via a link from the Village website.
49.3	With regard to litter, a resident pointed out that the EFDC Street Cleaner has been unwell but despite that continues to do a very good job for the village.  There is also a feeling that foxes and crows are dragging litter from bins and exacerbating the problem of litter in the village.
49.4	A resident requested that the District Councillors keep abreast of developments with regard to the appointment of the new Chief Executive for Epping Forest District Council and in particular the remuneration to be offered.  Councillor Philip advised that as yet no decision had been made by the Council in terms of salary and full details of the post but that a cross-party committee would be tasked with the finer detail and would then report back to the Council probably in September.
49.5	A resident had an idea for an article for a forthcoming edition of Village News with regard to a very long-standing resident and the web-editor confirmed that he would discuss this with the editor of Theydonnewsdesk.
50.	Pursuant to section 1 (2) of the Public Bodies (Admission 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 this item of business: The Council noted the letter from Essex County Council dated 19th July (but not received until 23rd July) advising the Council that ECC have now heard from the Government Office with regard to the Appeal against ECC’s decision not to grant by-way status in case 804 Loughton Lane to point marked X on the plan.  There has been some change in the procedure and both the Council as consultees and the appellant will have only one opportunity to comment on the submissions made by the County Council before the matter is referred for a decision.  No new evidence is admissible- the decision must be on the basis of the evidence submitted in support of the application.  The Council has three weeks from the date of receipt of this letter to make representations. It was agreed that Councillor Gooch would write a letter re-stating the Council’s case.  Councillor Purkiss mentioned that a significant number of local residents can recall a gate being situated across the alleged by-way and it is thought that an old photograph could be obtained. Strictly this may be said to be “new evidence” and therefore inadmissible but Councillor Gooch will make reference to it when re-stating the case.

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Theydon Bois Parish Council

Minutes of the Meeting of the (PC) Parish Council Meeting held at The Village Hall at
8 pm on Thursday 24th June, 2010

Councillors Present:	Cllrs Jones (Chair), Philip, Gooch, Purkiss, Vincent, Hannibal, Berry, Sowerby, Howard and Wood
Apologies:	Councillors Hammond and Philip (although Councillor Philip was in fact able to attend part of the meeting arriving during Agenda Item 7)
Officers Present:	Sally Crone (Parish Clerk), Greville Norman (Responsible Financial Officer)

21.	Chairman’s welcome to newly elected Councillors Councillor Jones extended a warm welcome to new Councillors Annie Wood and George Howard who had joined the Parish Council following their recent election win.
22.	Apologies for Absence Councillors Hammond and Philip (although Councillor Philip was in fact able to attend part of the meeting arriving during Agenda Item 7)
23.	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)
	Councillor Jones declared a personal and prejudicial interest in the first part of Agenda Item 7.7 by virtue of the fact that her husband is a Partner in the firm of Foskett Marr Gadsby & Head LLP.  Councillor Jones left the room before the debate commenced in relation to the appointment of Foskett Marr Gadsby & Head LLP, she did not speak nor did she take any part in the debate or decision in relation to this matter.  Councillor Jones determined that her personal and prejudicial interest related only to the first part of the Agenda Item i.e. to the appointment of Foskett Marr Gadsby & Head LLP and not to the latter part in relation to the email dated 2nd June in connection with the proposed grant of a lease to the new charity
24.	Correspondence- Clerks Report
	The Clerk read out the attached Report:
24.1	Councillor Jones referred to item 9 of the Clerk’s Report relating to the draft Community Strategy for Consultation with deadline for responses being 2nd August, 2010. It was agreed that this matter be referred to the Planning Committee for review and response to EFDC as appropriate
24.2	Councillor Jones referred to item 10 of the Clerk’s Report regarding the AGM for the Rural Community Council of Essex at which the results of the 2010 Essex Village of the Year and Best Kept Village and Churchyard Competition are announced.  Councillor Hannibal indicated that if required he would be able to attend this meeting on behalf of the Council
24.3	Councillor Jones referred to item 11 of the Clerk’s Report regarding letter received from EFDC seeking agreement to “opt-out” of agenda packs in paper form.  Given that there was feeling that it is useful to have some agenda packs in paper form Councillor Jones agreed to speak with Democratic Services at EFDC with a view to “selective opt-out” of some agenda packs and to report back to the Council
24.4	Councillor Jones referred to item 12 of the Clerk’s Report regarding and expressed her thanks on behalf of the Council to both the Theydon Bois & District Rural Preservation Society and to Theydon Bois Action Group for their work in preparing suggested draft responses to the Consultation Questionnaire on the EFDC Sustainability Appraisal Scoping Report
25.	To discuss and approve the Minutes of the Parish Council Meeting held on 27th May, 2010 The draft Minutes of the Parish Council Meeting held on 27th May, 2010 were approved and signed by the Chairman.  Councillor Jones pointed out that Minute Reference 21.1 in respect of Staff salaries had been added since the draft minutes were circulated to all Councillors and this addition was noted and agreed.
26.	Roles and Responsibilities/Terms of Reference
26.1	The membership of the agreed Committees and Task and Finish Panels for 2010-11 was discussed with new Councillors Wood and Howard. It was agreed that Councillor Wood will join the Finance and General Purposes Committee and the Community Liaison Committee and that she will also stand as Reserve Councillor for the Planning Committee.  Councillor Howard will join the Planning and Cemetery Committees. The Clerk will revise the Parish Council Structure 2010-11 document and this will be published on the Notice Boards and on the website
26.2	Councillor Jones reported that it would be necessary for the Committees to hold Meetings to appoint a Chair and to agree Terms of Reference as soon as possible.
26.3	The Highways and Environment Terms of Reference previously circulated to all Councillors and previously approved by the Highways and Environment Committee was approved and adopted by the Council in the attached form.
27.	Community Initiatives
27.1	The Clerk advised that the Council had now received the outstanding Asbestos Survey commissioned by Essex County Council at the request of the Parish Council and this had been previously circulated.  This Survey dated April 2010 concludes that “No asbestos materials have been positively identified to locations within this building by visual inspection and sampling”. The Clerk also advised that the Contract for the Purchase having been approved and signed at the Parish Council Meeting held on 27th May the document had now been returned to the Council’s solicitor with deposit cheque for £10 in readiness for exchange of contracts.
27.2	The Asbestos Survey referred to in Minute Reference 27.1 above was duly noted
27.3	Councillor Hannibal reported that Advice had now been received from Mr Richard Honey, Barrister at Chambers of Robin Purchas QC, Francis Taylor Building Temple in relation to the Village Green Application. It was agreed that the Clerk should arrange meeting with the Council’s Solicitor to discuss the Advice in greater detail – meeting to be attended by Councillor Hannibal and the Clerk who will report back the outcome to the Council
27.4	It was agreed that the discussion as to timing for completion of the purchase should be deferred pending the outcome of the meeting referred to in Minute Reference 27.3 above.  The RFO reported that application for Public Works Loan had been drafted
27.5	Councillor Vincent reported that a Public Meeting had been held on 31st March to which any resident interested in becoming a trustee/manager of the new charity had been invited. There had been a pleasing response and a second meeting of those interested parties took place on 26th May at the Village Hall.  A “Shadow Committee” had been appointed for the new charity at that meeting and the following “shadow” appointments had been made: Chairman- Roy Newland Treasurer- Roger Timms Secretary- Lucy Bostick Nine residents had indicated willingness to become trustees together with two Parish Councillors, Councillor Hammond and Councillor Vincent who had offered to become Parish Council nominees on the Board of Trustees for the time being.  Councillor Vincent also reported that email dated 16th June had now been received from the Council’s solicitor at Bates Wells Braithwaite LLP with first draft of the charity's articles of association for review by the shadow committee and the Council
27.6	It was agreed that Councillors Hammond and Vincent should be nominated as the Parish Council nominees to the proposed board of trustees of the new charity such nominations to be reviewed annually at the Annual Meeting of the Parish Council
27.7	Councillor Jones left the room having declared a personal and prejudicial interest in the first part of Agenda Item 7.7 and Councillor Hannibal took the Chair for the relevant item.  Councillor Hannibal explained that it was proposed that the Council will grant a lease of the Community Centre building to the new charity and that it would therefore be necessary for the Council to appoint a solicitor to draw up the lease and to act on the Council’s behalf.  The Clerk explained that estimates had been obtained from the Council’s solicitors Foskett Marr Gadsby & Head LLP and also from Bates Wells & Braithwaite LLP.  The former had provided an estimate of £750-£1000 plus vat and disbursements and the latter an estimate of £1500 plus vat and disbursements.  It was agreed that in view of the fact that Mr Worby of Foskett Marr Gadsby & Head LLP had been acting for the Council in connection with the Conveyancing for the purchase, was familiar with the site and with the Council and had provided an excellent service and competitive fee estimate that it would be appropriate to instruct Foskett Marr to act for the Council in relation to the grant of the lease.  Councillor Jones returned to the room after this Item had been agreed and re-took the Chair.  With reference to the email from Foskett Marr Gadsby & Head LLp dated 2nd June seeking detailed instructions from the Council in relation to the terms of the lease, it was agreed that this item should be deferred to the Finance and General Purposes Committee
27.8	The Clerk explained that initial ideas from the “Shadow” Committee of the new charity had been to name the charity either “Theydon Bois Charitable Trust” or “Theydon Bois Community Charity” but that it had transpired that “Charitable" and "Charity" are sensitive words which means that the consent of the Charity Commission would be required before the new charitable company could be registered with Companies House. In view of this complication it was agreed that the Council would suggest the use of the name “Theydon Bois Community Trust” to the charity for clearance by Bates Wells Braithwaite
27.9	It was agreed that in principle the Council will provide a letter of pledge which the Charity Commission will require confirming that the new charity will be able to meet the income registration threshold of £5000 in its first year of operation.  This will confirm that £5000 will be paid to the charity upon its registration.  The RFO confirmed that the Council has budgeted for just over £5000 for the initial costs of the Community Centre.  With reference to future fund-raising Councillor Vincent will seek clarification of the intentions of Theydon Youth with regard to achieving charitable status in their own right
27.10	It was agreed that the Council will seek the comments of the “Shadow” Committee of the new charity in relation to the draft articles of association and that this matter will be deferred to the Finance and General Purposes Committee for further discussion
28.	Finance and General Purposes Committee
28.1	It was agreed that Item 8.1 (approval of the Parish Council’s Accounts for the Year ended 31st March, 2010) should be deferred to the next meeting of the Finance and General Purposes Committee.  The RFO reported that he did have a concern in relation to the completion of the outstanding point 9 “Total Fixed Assets and Long Term Assets” for year ended 31st March 2009 on Section 1 of the Annual Return Form. The RFO reported that he did not believe that the Council’s past practice dealing with the long-term liability to the Public Works Loan Board “off balance-sheet” to be correct accounting practice and that the grant to the Village Association should be brought into account as a “deferred charge”.  Councillor Hannibal explained that the previous Council had also been confirmed as to the accounting convention being applied in this respect but that the Council had received specific advice from Internal and External Auditors at the time that this was the appropriate way of dealing with this liability. It was agreed that the RFO would undertake further investigation and Councillor Hannibal also agreed to investigate what further information may be available in connection with previous years.
28.2	The RFO explained that a draft copy of the Annual Return had been circulated to all Councillors for their consideration Resolved: To approve the completed Statement of Accounts and Annual Governance Statement as set out in Sections 1 and 2 of the Annual Return Form for the year ending 31st March 2009 with the figure £67,934 to appear in the empty box alongside point 9 “Total Fixed Assets and Long Term Assets” for year ended 31st March 2009 on Section 1 of the Annual Return Form Proposed: Councillor Philip Seconded: Councillor Hannibal Carried unanimously
28.3	The payments made since the last meeting on the attached list were approved for payment by the Council and the Chairman signed the list on behalf of the Council in acknowledgment of this approval
28.4	The draft application to the Public Works Loan Board for the loan to finance the purchase of the proposed Community Centre was noted and would be progressed once contracts had been exchanged for the purchase
29.	Highways and Environment
29.1	Councillor Purkiss reported that the new Highways and Environment Committee had recently met and that he had been appointed Chairman of that Committee.  Terms of Reference had also been reviewed and approved
29.2	Councillor Purkiss reported that he had attended recent meeting of the Local Highways Panel on 22nd June and that the resurfacing works to the pavements in Orchard Drive are included in the proposed Capital Maintenance Programme for the District for 2010/11 but there are funding issues.  He explained that Orchard Drive had been identified due to the amount of “foot traffic” to and from the Primary School.  Other pavement repairs have been costed; for example Hornbeam Road but due to differences in contracting rates applied by Essex it would prove more cost effective to get as much work undertaken in Orchard Drive as possible.   Councillor Purkiss also reported that he had met with representative from Essex County Council Highways to discuss the options with regard to the works to be undertaken in Orchard Drive. In principle Highways have agreed to undertake refurbishment of the pavements to the right hand side of Orchard Drive (from junction with the Weind to Darlingtons Garage.) There is also a suggestion that the Council should commission Highways to undertake resurfacing of the length of pavement from Morgan Crescent to the Primary School on a matched funding basis and this is being discussed by the Highways and Environment Committee
29.3	Councillor Purkiss also reported that Highways budgets had now been agreed by Essex County Council. Resurfacing/repair works to the Avenue of Trees (Budget £29,000) and Forest Drive (£37,000) have been approved and appear on the proposed Capital Maintenance Programme for 201/11. Abridge Road (from the Viaduct to the Motorway Bridge have also been approved by the Local Highways Panel as Priority 1 but due to the ongoing works being undertaken to the Viaduct these works will not be included at this time.  If funds allow this project will be looked at next year.
29.4	Councillor Purkiss also reported that the Locally Determined Revenue Budget for Highways is also available to those districts such as Epping Forest where a Local Highways Panel has been formed.  The budget allocation for Epping Forest District for 2010/11 is approximately £129,000. It has been agreed that of this £60,000 will be applied to the Highways Rangers Programme for a six month period
29.5	Councillor Vincent reported that County Highways Officers have virtually completed the next Traffic Regulation Order but that implementation could not be achieved in the 2009/10 financial year.  There are apparently ongoing issues for County to resolve with regard to the cost of the statutory notices which they are required to publish in local newspaper and this is presently holding up the process
29.6	Councillor Jones mentioned the temporary repair to the drain, located in Hornbeam Road where a concrete slab has been placed over the drain but now stands proud of the drain which presents a continuing safety hazard.  Councillor Vincent agreed to contact Highways seeking an urgent resolution to this matter.  Councillor Purkiss also mentioned the broken drain cover opposite the Cemetery in Abridge Road which requires repair
30.	Community Liaison Committee
	Councillor Sowerby reported as follows: Theydon Seniors Event held on 11th June The event was well attended by around 40 Theydon Bois residents and a number of volunteers. We had a strawberry cream tea with a contribution of scones, jam and cream, a ‘name that face’ quiz organised by Richard Crone and to finish off the afternoon we had a sing-along demonstrating the singing skills of two Parish Councillors.  Many thanks to everyone who attended the event. The next Theydon Seniors event will be held on Friday 17th September – 3.00-5.00pm. Parish Council Surgeries/One to Ones- June Surgery We had 2 visits by Theydon Bois residents who raised issues as follows: A resident who was concerned about the inconsiderate parking by commuters at Hornbeam Road/Loughton Lane junction. He also addressed his concerns to Andy Cook, hoping that might actually be a police issue as cars are parking so close to the junction.  He also mentioned that they are having to cut their own grass verges as EFDC people can’t cut whilst the cars are parked up all day, apparently from around 6.30am-7.00pm. Residents are also fed up with the loud music, door slamming, etc.   A resident expressing concern about ‘flying’ stones and the state of the road opposite her house in Hornbeam Road/Loughton Lane. The problem with people leaving rubbish, etc. in alleyways/outside their garages was also discussed. Whilst they may be putting rubbish on their own land, it can be a real eyesore if a neighbour can see it from their own property. And lastly. PC Cook was in attendance at the last One-2-One. Despite promoting the security marking of personal items, unfortunately he did not have one visitor. PC Cook would be happy to be in attendance for any future One-2-Ones so we can publicise these in future editions of Village News. Annual Parish Council Front Gardens Competition 2010 Councillors have all been allocated our roads and we are supposed to be getting back to Jane Turner with our nominations by next Monday 28th June. The Parish Council will then be awarding cups for the winning categories at the Horticultural Society Show on 24th July.
31.	Cemetery Committee
31.1	Councillor Purkiss reported that he and Councillor Hammond had met with Nick Sherriff of the Woodland Trust to try and progress negotiations for the purchase of additional land for the purposes of extending the Cemetery.  It had been agreed that Mr Sherriff would revert with a more definitive proposal for consideration.  Councillor Vincent pointed out that the other members of the Cemetery Committee had not been able to make this on site meeting and that the purchase of additional land for use by the Cemetery had not as yet been formally agreed by the Council. It was agreed that Councillor Purkiss will report back on the negotiations in detail at the next Cemetery Meeting which is yet to be arranged
32.	Neighbourhood Action Panel Councillor Vincent reported that he had attended recent NAP meeting and that the Police had reported that the crime levels are low in Theydon Bois compared with other areas
33.	Reports from Representatives
	None
34.	Any other urgent business for report (without decision)
	Councillor Hannibal commented that the Council should review its donations policy with regard to requests from youngsters resident in the village with regard to requests for financial assistance with charitable expedititions. Councillor Hannibal felt that to accede to these requests would help youngsters identify with the Parish Council and it was agreed that the matter would be reviewed at a later date.

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Theydon Bois Parish Council

Minutes of the Meeting of the (PP) Parish Council Meeting held at The Village Hall at
8 pm on Thursday 27th May, 2010

Councillors Present:	Cllrs Jones (Chair), Philip, Gooch, Purkiss, Vincent, Hammond, Hannibal, Berry, Sowerby
Apologies:	None
Officers Present:	Sally Crone (Parish Clerk), Greville Norman (Responsible Financial Officer)

Prior to Commencement of the Agenda the Chairman explained that Marian Mellis and her team of volunteers involved with the former Robert Daniels Court Day Club had been awarded The Theydon Bois Community Rose Bowl for the annual “Villager of the Year Award”. Unfortunately given that Marian was presently on holiday it had not been possible to inform her of the Award or to receive her acceptance of it.   The Chairman explained that upon Marian’s return from holiday she would be informed and it was to be hoped that she would be happy to accept the Award on behalf of her former team of helpers.  The Award would then be presented at a future Parish Council Meeting.

1.	Election of Chairman Resolved: There being no other nominations Councillor 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 Councillor Jones duly signed the Declaration of Acceptance of Office as Chairman for 2010-11.
3.	Election of Vice-Chairman Resolved: There being no other nominations Councillor John Philip was duly elected as Vice-Chairman for the coming year Proposed: Councillor Jones Seconded: Councillor Hammond

4.	Apologies for Absence None
5.	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
6.	Public Participation session with regard to items on the Agenda No points raised
7.	Correspondence- Clerks Report
	The Clerk read out the attached Report
8.	To discuss and approve the Minutes of the Parish Council Meeting held on 25th March and 29th April, 2010
	The draft Minutes of the Parish Council Meetings held on 25th March and 29th April, 2010 were approved and signed by the Chairman
9.	Councillor Vacancies- Parish Council Election
9.1	Cllr Jones reported that the Council had been notified by Epping Forest District Council that an election is to be held of two Parish Councillors for Theydon Bois following the resignations of former Councillors Mrs Dodman and Mr Emmett. Statement of Persons Nominated which has been received from EFDC which confirms that three persons have been nominated for the two vacancies.  The election will therefore be contested and the date of the poll will be Thursday 17th June 2010. Details of the candidates and the election procedures are on the relevant Notices of Election and Statement of Persons Nominated which can be viewed on the Parish Notice Boards or on the village website.
10.	Roles and Responsibilities/Terms of Reference/Powers and Scheme of Delegation
10.1	The draft Parish Council Committee Structure for 2010-11 was agreed having been previously circulated to all Councillors, subject to the addition of Councillor Sowerby who had since agreed to join the Finance and General Purposes Committee.  A copy of this approved Committee Structure for 2010-11 is attached.  Councillor Jones pointed out that there were a few changes to the Committee Structure in that the Highways and Environment Standing Panel would now have Committee status and its responsibilities would include the Allotments, CCTV, Litter Picks, City of London, Parking, Highways, Environment, St Mary’s Churchyard, CountryCare and Tree Strategy Liaison. There would also be a new Community Liaision Committee whose responsibilities would include Communications, Theydon Seniors and Theydonnewsdesk.  The Finance Committee is to be re-named the Finance and General Purposes Committee and its responsibilities will cover Staff and other Office/Administration matters.

10.2	The membership of the agreed Committees and Task and Finish Panels for 2010-11 was agreed as shown on the attached Committee Structure 2010-11. It was noted that there are vacancies for the prospective two new Parish Councillors to join the Finance and General Purposes, Planning, Cemetery and Community Liaison Committees.
10.3   10.4	It was agreed that Parish Council Representatives would be appointed to outside bodies as shown on the attached Committee Structure 2010-11. Cllr Jones explained that it is intended that the Committees will have delegated powers to act and that Terms of Reference would be put in place for each of the Committees.  It is also intended that there will be a scheme whereby certain responsibilities are delegated to the Clerk and RFO and this will be drafted by the Clerk and RFO for consideration by the Council as soon as is practicable.
11. 11.1	Complaint Councillor Hannibal reported that the complaint made by Councillors Dodman and Emmett had been discussed fully in public at the last Parish Council Meeting held on 29th April. In summary the Council had agreed that it was outside its jurisdiction to investigate a complaint against its collective self and that the nature of the complaint concerning the conduct of Council Members was a matter for the Standards Committee at Epping Forest District Council to consider. It was also agreed that no further evidence having been supplied by the complainants, there was no reason for the Council to investigate the matter any further.  As also agreed at the Meeting held on 29th April a full response to the complaints had been sent to the complainants.  A copy of the relevant letter addressed to the complainants dated 18th May was available for any resident to read either after the meeting or at the Parish Office at any time during Office opening hours.
11.2	The receipt of the letter addressed to the Parish Council dated 28th April, 2010 from the Contractor in question was noted it having been referred to in the Clerk’s Report for the Parish Council Meeting held on 29th April.  Councillor Hannibal commented that this letter did not add much to the issue but that a copy was available for any resident to read either after the meeting or at the Parish Office at any time during Office opening hours.
11.3	The receipt of an email from Councillor Hammond dated 13th May providing an explanation with regard to the receipt by the Council of the letter referred to in Minute Reference 11.2 above was noted.   Councillor Hammond proceeded to read out the contents of this email a copy of which is available for any resident to read either after the meeting or at the Parish Office at any time during Office opening hours.
12.	Community Centre
12.1	Councillor Hammond explained that there were just two outstanding matters before the Council is in a position to proceed to exchange of contracts for the purchase.  Firstly the result of the Asbestos Report, commissioned by Essex County Council at the request of the Parish Council and which was undertaken on 29th April was still awaited and was being chased by the Parish Council’s Solicitor.  Secondly, as resolved at the previous Council meeting held on 29th April, the Council had instructed its Solicitor to obtain further Counsel’s Opinion with regard to a couple of points in connection with the Village Green Application. Counsel had been instructed and his Opinion is awaited.
12.2	Councillor Jones explained that Agenda Item 11.3 should in fact be discussed prior to Agenda Item 11.2 and all Councillors were in agreement.  Councillor Philip explained that the Business Plan had now been finalised and circulated to all Councillors prior to the meeting. The Community Centre will be leased to a new charitable trust and it will be for the new charity to produce its own Business Plan.  Councillor Hammond confirmed that at a recent meeting of prospective trustees he had made it clear that the charity would be required to raise its own funds in respect of the future running costs.  Councillor Philip then proceeded to take Councillors through the figures which had been previously circulated in respect of the estimated expenditure for the Council and for the Charity. On the basis of these figures it is reasonable to conclude that the Community Centre would need to operate at approximately 40% capacity in order that it can function as a going concern and there is no reason to doubt that this is achievable and realistic. Resolved: That the Council do approve the Business Plan for the Community Centre in the attached form Proposed by: Councillor Philip Seconded by: Councillor Hannibal Carried unanimously
12.3	The Clerk explained that it would be in order for the Contract for the Purchase of the Community Centre site to be approved and signed in readiness for exchange of contracts and subject to the two outstanding matters referred to in Minute Reference 12.1 above being resolved to the Council’s satisfaction. The Clerk referred to Item 1 of her Clerk’s Report i.e. Correspondence (emails) with Foskett Marr Gadsby & Head LLP dated 6th May and 21st May.  The latter with Energy Performance Certificate. These emails explain the key points on the Contract for the Purchase and have been previously circulated to all Councillors. Resolved: That the Council do approve the final form of the Contract for the Purchase of the Community Centre Site in the attached form and that the Chair and Vice-Chair be authorised to sign the Contract on the Council’s behalf in readiness for exchange of contracts Proposed by: Councillor Hammond Seconded by: Councillor Vincent Carried unanimously
12.4	Councillor Hammond reported that a meeting of prospective trustees for the new charity had taken place on Wednesday 26th May.  It had been very pleasing to receive offers from some nine enthusiastic residents who have indicated that they will be willing to become trustees of the new charity. As a result of this productive meeting a “shadow” Charity Committee had been established with Roy Newland as Chair, Roger Timms as Treasurer and Lucy Bostick as Secretary.  It is intended that the Parish Council will appoint two nominees to the Committee of the new Charity who may or may not also be Parish Councillors. As agreed at the Parish Council meeting held on 29th April, the Parish Council will retain ownership of the freehold of the land and buildings at the site and will enter into a lease of the Community Centre with the charity on terms to be discussed and agreed.
13.	Finance
13.1	The RFO reported on the main points arising from the recent Finance Meeting held on 19th May.  The RFO has compiled a draft list of payments made by the Council in 2009/10 detailing the relevant legal powers under which payments were made. The RFO pointed out and it was noted that the Council has made greater use of section 137 general powers than may have been apparent in previous years. However, the total amount incurred under section 137 remains well within the prescribed limit for such expenditure. The Internal Audit Report dated 7th April 2010 had been noted by the Finance Committee and whilst this contained a few recommendations the view is that the Council continues to take the management of its accounts seriously.  It had been noted that the Council had been advised by the District Council that up to £4,000 may be required for an election although likely to be less. If an election is required then the Finance Committee does have a proposal for dealing with any shortfall.
13.2	The RFO also reported that the provisional outturn for 2009/10 was around £3600 better than originally budgeted for. This was a good result given the number of (small) projects the Council took on board during the year.  Even when £5700 has been set aside as designated reserves for Planning and Elections the general reserve at the year end of around £51,500 is approximately 50% of this year’s net expenditure or precept of £103,280 which is the target in the reserves policy agreed by the Council last year.  The main under spend is in relation to Staff salaries and Councillor Hammond proposed a vote of thanks to the Officers for their work during the year.  The over spends and under recoveries were noted and authorised retrospectively by the Council and the provisional outturn figures as previously circulated were noted.
13.3	The payments made since the last meeting on the attached list were approved for payment by the Council and the Chairman signed the list on behalf of the Council in acknowledgment of this approval.
14.	Planning
	Councillor Gooch reported that since the last Council Meeting with Public Participation held on 25th March 2010 the Planning Committee had reviewed 15 Applications. Of these the Planning Committee had submitted objections to Epping Forest District Council in respect of ten applications.  Of particular note were the Applications relating to developments where the Planning Committee had raised objection in relation to dwellings situated in Theydon Road, Forest Drive and Morgan Crescent.
15.	Highways and Environment
15.1	Councillor Purkiss reported that as mentioned in the Clerk’s Report the Council had received a letter dated 24th May 2010 from Councillor Norman Hume, Cabinet Member for Highways and Transportation Essex County Council confirming that the Highways Community Infrastructure Scheme will cease following delivery of this years programme.  Councillor Purkiss expressed disappointment at this outcome as the Scheme had proven to be extremely successful for the Parish during the two years it had been running.
15.2	Councillor Purkiss also reported that he had now been advised of the outcome of the Community Initiative Funding Scheme (Highways) for 2009/10. The bids which he had submitted in respect of a new and enhanced footway in Abridge Road from the Viaduct to the Cemetery and Woodland Trust Site (approximate value of the relevant works being £30,000) and the proposal to reduce speeding and increase pedestrian safety in lower Piercing Hill by the implementation of safety bollards and widening of the footway and new kerbing had been successful (approximate value of works being £15,000).  The bid for new enhanced signage at the crossing point in Loughton Lane near Hornbeam Road and opposite the entrance to the new Community Centre/Scout Hut to make motorists aware of young persons crossing at this dangerous crossing point had also been successful.  Councillor Purkiss explained that the total budget for the CIF (Highways) Scheme 209/10 had been £104,500 and so for the Parish to secure over £45,000 worth of works from this total was an excellent outcome for the Parish.  The Council agreed and Councillor Purkiss was thanked and congratulated for his efforts in putting together the relevant bids.
16.	Communications
16.1	Cllr Sowerby reported that it is intended that the Council will purchase an “A” Board to enable better communication and advertisement of Parish Events such as the monthly surgeries/one to ones.
16.2	Councillor Sowerby also reported that the next Parish Council Surgery/One to One would take place on Monday 7th June from 5.30pm until 7pm.  PC Cook will be in attendance with security marking equipment available.
16.3	Councillor Sowerby reported that the Annual Parish Meeting had taken place on 13th May. The meeting had taken a more informal format with an opportunity for residents to talk informally with Councillors and positive feedback had been received from residents following the meeting.
17.	Theydon Seniors Councillor Berry reported that the next event would be the “Strawberry Afternoon Tea” to be held on Friday 11th June from 3pm until 5pm.
18.	Reports from Representatives
	Cllr Berry reported that Stop Stansted Expansion had issued a Press Release confirming that BAA has now withdrawn its planning application for a second runway at Stansted Airport
19.	Any other urgent business for report (without decision)
	None
20.	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
20.1	Mr Watts for Theydon Bois and District Rural Preservation Society reported that Epping Forest District Council is currently consulting on a Scoping Report in connection with the Sustainability Appraisal for the Core Strategy of the new Local Development Framework.  The main issue arising is that Theydon Bois has been highlighted as having a low to moderate sensitivity to change. Grouping Theydon Bois with Loughton and Buckhurst Hill within the Sustainability Appraisal is not a fair or accurate representation of its sensitivity to change. Theydon Bois Rural Preservation Society and Theydon Bois Action Group believe this to be an inappropriate characterisation and have therefore prepared a response to the online questionnaire to aid residents and add weight to the detailed responses that are being prepared. District Councillor Philip explained that when the consultation document was first released and its contents noted it had been made abundantly clear that as drafted the Scoping Report was not was not acceptable in so far as Theydon Bois was concerned. The issue would also be addressed in the forthcoming June issue of Village News in the District Councillors column.  Councillor Gooch, Chair of the Council’s Planning Committee reported that given the importance of the matter and the complexity of the document it had been decided that the issue should be carried forward to the next Planning Meeting when appropriate Committee time could be devoted to it. Councillor Gooch also suggested that the Rural Preservation Society, TBAG and the Council should liaise as to a common response and also that as many individual residents as possible should respond to the consultation. A resident also expressed concern that the questions posed by the consultation are ambiguous and as to the consultation process.  It appears that some residents who had been involved in previous consultation exercises have been informed and sent copies of the consultation document in some cases on multiple occasions whereas other residents have received no communication whatsoever.  Councillor Philip confirmed that he intended to take up these concerns in the forum of the District Council’s Planning Scrutiny Panel in respect of which he has been appointed Chairman.  Hard copies of the document are available at the Parish Office. There are also concerns about the consultation deadline and the District Council will be lobbied for an extension of time.
20.2	A resident congratulated Councillor Jones on her success in the recent District Council elections.
20.3	A resident enquired whether there would be Church Representation on the board of the new Community Charity.  Councillor Jones confirmed that this would be a matter for the trustees and management to review.
20.4	A resident enquired about progress as to the resolution of the problem of flooding in Poplar Row.  Councillor Purkiss reported that the matter was with City of London for resolution although they had agreed to undertake some works he was keen to ensure that City ascertain the underlying problem which is causing the undue water problem.
20.5	A resident enquired about the works at the viaduct and asked whether a box junction could be installed. Councillor Jones reported that the Council had been advised that this would require a formal Traffic Regulation Order and so given the timeframe this was not a feasible option. County Councillor Janet Whitehouse reported that she had attended regular meetings and voiced concerns about the junction and the problem of cars passing on the wrong side of the pedestrian crossing which is very hazardous and a stop light had been requested.  Essex Highways had indicated that appropriate signage would be installed and Councillor Whitehouse confirmed that she would be chasing this up at County level.  It would also assist matters if the yellow lines outside Tesco Stores could be better enforced as parked cars in this location cause an additional hazard.  Councillor Vincent reported that he had noted parked cars being ticketed recently and that the possibility of requesting a “yellow box” outside Tesco will be considered at the next meeting of the Council’s Highways and Environment Committee.

21.      Confidential - Staff Matters

1.             Pursuant to section 1 (2) of the Public Bodies (Admission 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 this item of business

21.1    Councillors discussed the pay awards issued by National Association of Local Councils and     agreed that both the Parish Clerk and the Responsible Financial Officer should be paid according to Spinal Column Point 23 Scale LC2. This constitutes a rise of one incremental point on the scale. It was further decided that the Burial Clerk should be paid the        equivalent to SCP 15 on the same scale. All the pay awards are to be back-dated to 1st

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Theydon Bois Parish Council

Minutes of the Meeting of the (PC) Parish Council Meeting held at The Village Hall at
8 pm on Thursday 29th April, 2010

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

223.	To Receive Apologies for Absence
	The Clerk confirmed that apologies had been received from Cllr Hammond but in fact he was able to attend and arrived shortly after the start of the meeting.
224.	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
225.	Correspondence- Clerks Report
	The Clerk read out the attached Report
226.	To discuss and approve the Minutes of the Parish Council Meeting held on 25th March 2010
	The Clerk apologised but owing to her recent absence from the Office due to holidays and family bereavement these had not yet been typed up and would be presented for approval at the Parish Council Meeting to be held on 27th May.
227.	Resignations and Complaint
227.1	The recent resignations of Councillors Dodman and Emmett were noted.
227.2	The procedures for the election or co-option of two new Councillors following the resignations of Councillors Dodman and Emmett were noted. It was also noted that any resulting election would have some impact on the Council’s finances and may result in a shortfall in the relevant budget for election expenses.
227.3	Councillor Hannibal explained that the Council had recently received a complaint from Councillors Dodman and Emmett with regard to an estimate that was presented at a Council Meeting and then discarded by the Council and not considered in the awarding of works to a supplier.  The email received from Councillor Dodman containing the complaint had been previously circulated to all Councillors.  Councillor Hannibal read out a report in the form attached to these minutes in relation to the matter and drew Councillors attention to the following: 227.3.1 That although he is Councillor with responsibility for complaints the attached report comprises a statement of his own personal views rather than those in his capacity as Councillor with responsibility for complaints for reasons which are apparent from the attached report. 227.3.2 That the nature of the complaint concerns the conduct of Council members which is outside the scope of the Council’s Complaints Procedure which deals with complaints in relation to the Council’s administration and procedures. That said it was open to the Council to agree a course of action as to the disposal of the complaint. 227.3.3 That the complaint is of a generalized nature, and it can be assumed to be a complaint against the conduct of all the Parish Councillors, it therefore places all members in a conflict position and it would not be appropriate therefore for the matter to be dealt with by a small committee.  227.3.4 That ordinarily a complaint against the Council would be discussed initially in a closed session of the Council but given that the complaint relates to actions taken in public at Parish Council meetings it may be deemed appropriate that this matter also be disposed of in public there being members of the public here present. 227.3.5 From a practical perspective therefore, the whole Council may wish to consider dealing with the complaint and amongst the options are: a) to discuss the matter in a closed session with the Complainants and then report on any decision on one or both parts of the complaint at a Parish Council Meeting; or b) refuse to accept the first part of the complaint as the administration and procedures aspects were dealt with by the Clerks Report and our original reasoning still applies for any further investigation. As no new information or evidence has been provided we are not going to re-visit our decision for further investigation.   We can also state that we find it inappropriate for the Parish Council to investigate the second part of the complaint against its collective members and suggest that if they wish to take this further they might refer this to the Local Monitoring Officer at EFDC.
227.4	Councillors having considered the attached report unanimously agreed as follows: That the nature of the complaint concerns the conduct of Council members and this aspect is therefore outside the scope of the Council’s complaints procedure which is expressly for administrative and procedural complaints.   That the Parish Council has no jurisdiction to investigate issues arising under the Code of Conduct for Councillors and such complaints are for the Standards Committee at Epping Forest District Council to consider. That although there are clear conflicts for the Parish Council to investigate a complaint against its collective self it would nevertheless consider a response to the complaint in full Council.   That the Parish Council decisions made on 12th November 2009 in closed session were confirmed as appropriate. That no further investigation would be undertaken.
227.5	Resolved: That response to the Complainants to be drafted by the Clerk with the assistance of Councillor Hannibal based on option b) as set out in Minute Reference 227.3.5 above.  Such response to be circulated by the Clerk by email for prior  approval by all Councillors Proposed by: Councillor Philip Seconded by: Councillor Vincent Carried unanimously Councillor Jones expressed her thanks on behalf of the Council to Councillor Hannibal and to the Clerk for all their work in relation to this matter
228.	Roles and Responsibilities/Terms of Reference/Powers and Scheme of Delegation
228.1	Councillor Jones explained that the matter of the formation of Committees and groups within the Council and the roles and responsibilities of Councillors for the coming Year would be discussed and agreed at the Annual Meeting of the Parish Council on 27th May. At present the Council has three Committees dealing with Finance, Planning and Cemetery matters.  The Clerk and RFO have recommended that the Highways and Environment Standing Panel should be granted Committee status to include Allotments, CCTV/Security/Litter Picks, City of London, Parking and Countrycare responsibilities and that a further Community Interaction Committee should be created to include Community matters/liaison (to include Communications and Theydon Seniors).  The Finance Committee should also cover Staff matters and other administrative matters and should perhaps revert to the name “Finance and General Purposes Committee.”  It was agreed that the Christmas Tree Event could remain as a Task and Finish Panel in its own right. This will be reviewed and formally agreed at the Council Meeting on 27th May. There will also be a need to put appropriate Terms of Reference in place to determine the decision making powers of these Committees and the extent of the relevant delegated powers. At present only the Finance Committee and the Planning Committee have adopted formal Terms of Reference.  The Terms of Reference for the Cemetery Committee have been drafted but not yet formally agreed by the Cemetery Committee pending agreement as to the future composition of the Cemetery Committee.
228.2	Councillor Jones also recommended that in future all Committees should have a quorum of at least three Council members. Each Committee will elect a Chairman at their first meeting. Councillor Gooch advised that with the recent resignations of Councillors Dodman and Emmett it would be necessary for additional members to sit on the Planning Committee.  It was agreed that the present reserve, Councillor Berry would join the Planning Committee with immediate effect and that Councillor Vincent would also join the Planning Committee and attend Planning meetings if needed and this would be reviewed after the forthcoming Parish Council Election. Councillor Vincent indicated a desire to stand down from the Finance Committee and to join the Cemetery Committee.  Councillor Purkiss indicated a desire to stand down from Community Initiatives. Councillor Gooch agreed in principle his willingness to join the Finance Committee.
228.3	Councillor Jones also explained that the RFO/Clerk had recommended that a clear scheme of delegation should be put in place whereby responsibilities are delegated to Committees and Officers. It was agreed that the RFO/Clerk will advise further on draft scheme.
229.	Community Initiatives
229.1	The Clerk advised that the outstanding Asbestos Survey of the former Community Centre building which the Council has requested Essex CC to undertake prior to exchange of contracts had been undertaken today with the result awaited. The Council’s Solicitor still awaits Essex Legal Services’ agreement to an outstanding issue on the Purchase Contract.  The Council’s Solicitor has previously advised that further specialist advice should be obtained from Mr Honey, the Barrister who had previously advised on the Village Green Application issue.  An estimate had now been obtained in respect of the Barrister’s fees in the sum of £500 plus vat. It was agreed that this further advice should be obtained by the Council and the Clerk will instruct Foskett Marr Gadsby & Head LLP accordingly. Resolved: That the Council do instruct its Solicitor to obtain the further advice of Counsel in relation to the recommended points in connection with the Village Green Application estimated cost to the Council being £500 plus VAT Proposed by: Councillor Philip Seconded by: Councillor Hannibal Carried unanimously
229.2	Council noted the Loan Sanction Approval for 2010/11.
229.3	It was agreed that Agenda Item 7.3 regarding the approval of the draft contract for the Purchase should be held over pending the draft Contract for the Purchase being in final form.
229.4	Councillor Jones explained that both she and the Clerk had undertaken further work on the draft Business Plan but that further detail was needed in relation to the figures.  It was agreed that the Finance Committee should finalise the Business Plan for submission to the Council for approval at the Meeting on 27th May. It was further agreed that an explanatory statement confirming that the Council views the purchase as the purchase of a “Community Asset” should be inserted into the Business Plan.
229.5	Council noted the contents of the Advice Note received from Bates Wells Braithwaite LLP outlining the options for the legal structure of the new youth and community centre charity dated 24th March 2010 which had been previously circulated to all Councillors Resolved: That the Council will promote the establishment of a new charitable company limited by guarantee (“the Charity”) which will run the proposed Community Centre. The membership will be as set out in Option 2 of the above Advice Note.  The Parish Council favours Option A as set out in the above Advice Note in relation to the arrangements for the land and property i.e. the Parish Council will retain ownership of the land and property and enter into a lease with the Charity under which it will allow the Charity to occupy and use the land for the sole purpose of running the proposed Community Centre Proposed: Councillor Hannibal Seconded: Councillor Vincent Carried unanimously The Charity will therefore be set up as an entirely separate entity from the Parish Council. This means that the Parish Council will not be a member of the Charity but it may appoint nominees (but less than 20% of the trustees to be Parish Council nominees thus avoiding the Charity being designated as a “local authority controlled or influenced company”) to the board of trustees of the Charity.
229.6	Councillor Hammond reported that the open Meeting held on 31st March calling for volunteers to set up and run the facility as a charity had attracted support from a wide range of Villagers which is very pleasing. The next step would be for the Council to arrange an initial meeting with those volunteers who had indicated a desire to become trustees of the new charity.
230.	Finance
230.1	The RFO explained that the list of payments in 2009.10 detailing the powers under which payments were made was in draft form for information purposes and would be considered in greater detail by the Finance Committee. Councillor Jones thanked the RFO for all his work on this.
230.2	The payments made since the last meeting on the attached list were approved for payment by the Council and the Chairman signed the list on behalf of the Council in acknowledgement of this approval.
230.3	The RFO reported that he had produced draft figures on the provisional outturn for the Council’s Financial Year 2009/10 and that these indicate that the outturn is better than anticipated. These figures will be finalised and distributed shortly.
230.4	The RFO reported that Agenda Item 8.4 regarding overspends and under recoveries in relation to the approved budget would be deferred until the forthcoming Finance Meeting on 19th May.
230.5	The RFO explained that the Council had received notification from EFDC that as the Council’s precept for 2010/11 is in excess of £100,000 (due to the existing and proposed Public Works Loans) it is EFDC’s practice to pay this in two instalments on 30th April and 30th  September of the financial year in question. Councillor Philip had however spoken with EFDC and obtained agreement that for financial year 2010/11 the precept will in fact be paid in one instalment on 30th April.
230.6	Councillor Jones reported that the proposed new bank account with Santander had not yet been set up due to a computer problem for which Santander had apologised. It is to be hoped that this will be resolved shortly.
230.7	The RFO reported that the Annual Return for the Council’s Financial Year 2009/10 must be approved by the Council by 30th June 2010. The Appointed Date for the purposes of the Notice of Appointment of Date for the Exercise of Elector’s Rights is 12th July which means that the accounts should be available for inspection no later than 14th June and must be and sent to the Audit Commission by 12th July 2010.  This Notice must be displayed no later than 28th May, 2010. It was agreed that the Finance Committee should meet no later than
230.8	The Council noted the receipt of the Internal Audit dated 7th April 2010 and it was agreed that this would be reviewed by the Finance Committee. The next Meeting of the Finance Committee will take place on 19th May.
230.9	It was agreed that Item 8.9 would be deferred for consideration by the Finance Committee at their next Meeting on 19th May.
230.10	It was agreed that Item 8.10 should be deferred and considered at the half-yearly review of the Council’s finances later in the year.
231.	Annual Parish Meeting It was agreed that this would be a more informal event.  Councillor Gooch agreed to give a presentation on the work of the Planning Committee and Councillors Purkiss and Sowerby will give presentations on the work of the Highways and Environment Standing Panel and Theydon Seniors respectively.
232.	Highways and Environment
232.1	Councillor Purkiss explained that the Council had recently received several requests for Memorial Benches to be placed on the Village Green in memory of deceased family members.  It was agreed that enquiry will be made of the City of London as to their present policy on this and the response will be reviewed by the Highways and Environment Committee in due course.
232.2	It was agreed that the Annual Front Garden Competition will go ahead as a Parish Council initiative.
232.3	This item had been deferred from the Parish Council Meeting held on 25th March pending receipt of a clearer estimate and the Cemetery Committee identifying the source of the necessary funds with the RFO.  The Council noted that acceptable estimate had now been received from the contractor with his apologies for the poor quality of the earlier estimate due to problems with his printer.  It was agreed that this estimate should be accepted and that the funds would come from the Cemetery Budget for 2010/11. Resolution: That the Council do accept the estimate for £485 issued by MJ Cable dated 1st March (copy attached) for the new notice board to the Cemetery the cost of which to be taken from the Cemetery Maintenance Budget 2010/11 Proposed by: Councillor Purkiss Seconded by: Councillor Sowerby Carried unanimously
233.	Allotments It was agreed that responsibility for Allotments will in future fall to the proposed new Highways and Environment Committee.
234.	Reports from Representatives Councillor Berry reported that a communication marked urgent had been received from Stop Stansted Expansion group earlier that day. This concerned an airport-related planning application to be determined by Uttlesford District Council on 5th May.  SSE were urging that representations be made on this application as a matter of urgency. It was agreed that Councillor Berry would circulate the text of this email for review following the meeting. If a response was thought to be necessary then the Clerk would arrange for a response to be sent on behalf of the Council within the deadline.

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Theydon Bois Parish Council

Minutes of the Meeting of the (PP) Parish Council Meeting held at The Village Hall at
8 pm on Thursday 25th March, 2010

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

209.	To Receive Apologies for Absence
	The Clerk confirmed that apologies had been received from Cllr Dodman and Greville Norman (Responsible Financial Officer)
210.	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
211.	Public Participation with regard to items on the Agenda
	None
212.	Correspondence- Clerks Report
	The Clerk read out the attached Report
213.	To discuss and approve the Minutes of the Parish Council Meeting held on 25th February, 2010
	The draft Minutes of the Parish Council Meeting held on 25th February, 2010 were approved and signed by the Chairman
214.	Community Initiatives
214.1	Cllr Jones reported that significant progress had been made since the last meeting although the Council’s Solicitor still awaits Essex Legal Services with replies to some outstanding points.
214.2	The Clerk reported that it will be necessary for the Council to insure the building with effect from exchange of contracts. Verbal indication of premium had been obtained from the Council’s insurers in the sum of approximately £600. It was now necessary to submit completed proposal form in order that cover be confirmed.  The Clerk reported that she had drafted the proposal form and circulated it and it was agreed that the Clerk would liaise with Cllr Hammond with a view to finalising the proposal form and submitting it to insurers on behalf of the Council
214.3	Cllr Jones thanked all Councillors and Officers who had attended the recent informal meeting to work on the draft business plan for the proposed Community Centre.  Cllr Hammond also expressed thanks on behalf of the Council to Richard Crone, Funding Manager, Voluntary Action Epping Forest who had given presentation on the preparation of business plans. It was agreed that the draft business plan required further work before presentation to Council for approval.
214.4	The Clerk reported that following the meeting with the Council’s Solicitor at Bates Wells Braithwaite on 10th March and attended by the Clerk, the RFO and Councillors Hannibal and Dodman, the Council had now received a follow-up advice note outlining the options for the structure of the proposed charity. This note had arrived by email on 24th March and given that it contained complex advice neither Councillors nor Officers had as yet a chance to review it.   It was therefore agreed that this note should go forward for discussion with a view to reaching a decision as to the proposed structure of the charity at the next Council Meeting on 29th April.
215.	Finance
215.1	Council noted the recommendations of the Risk Assessment Task and Finish Panel and of the Finance Committee in relation to the Council’s draft Risk Assessment Policy which had previously been circulated to all Councillors and it was agreed that this should be formally adopted by the Council. Council also noted that draft Health & Safety Reports and draft Risk Assessments for the Council’s Cemetery, the Parish Office and for the Allotment Site owned by the Council at Red Oaks Mead had been very kindly drafted on a purely voluntary basis by a local resident. These draft documents had been circulated to all Councillors and it was agreed that these required further work by the relevant Committees with responsibility for the relevant areas. Cllr Jones expressed her thanks on behalf of the Council to the members of the Council’s Risk Assessment Task and Finish Panel namely Councillors Berry, Sowerby and Vincent for all their hard work in producing the Council’s Risk Assessment Policy. Resolved: that the Council do adopt the draft Risk Assessment Policy (Version 11) in the form attached Proposed: Cllr Berry Seconded: Cllr Vincent Carried unanimously
215.2.	The payments made since the last meeting on the attached list were approved for payment
215.3	Councillor Vincent reported on the Finance Meeting held on 24th March which he had chaired in the absence of Councillor Dodman as follows:
215.4	The Finance Committee had noted the recommendations of the Risk Assessment Task and Finish Panel of Councillors and had approved the final draft of the Council’s Risk Assessment Policy for consideration and adoption by the Council.
215.5	The Finance Committee had undertaken interim review of the Council’s Financial Standing Orders (“FSO’s”).  This interim review has been made pending full annual review.  Councillor Vincent explained that this had been necessary owing to the increase in the Council’s precept for 2010/11 owing to the prospective purchase of the Community Centre and also the closure of the Council’s COIF account with CCLA Investment Management Limited. As a result of this review paragraph 1.9 of the FSO’s now refers to a limit of £75,000.  Paragraph 3.9 has been amended by the addition of “s” after the words “Public Works Loan” n the third line and in paragraph 8.2 the word “Financial Controller” has been deleted and replaced with the words “RFO and Finance Committee”. These changes were noted and the Council’s FSO’s will be amended accordingly.
215.6	The Finance Committee had reviewed the effectiveness of the Internal Audit dated 18th February 2009 and it was noted that necessary recommendations had been implemented save for paragraph 11 in relation to Legal Powers/Section 137 payments which the Clerk and RFO were in the process of reviewing with the Finance Committee.
215.7	It was noted that the Finance Committee had recommended that a new bank account be opened with Santander.
215.8	It was noted that the Finance Committee had discussed a timetable of action for improving the quality of information in the Council’s Asset Register and that the RFO would produce a draft for consideration by the Finance Committee as soon as practicable
215.9	It was noted that the Finance Committee and the RFO are implementing revised procedures for the double- checking of Bank Reconciliations and the RFO will make enquiry as to whether an additional statement can be provided by the Bank free of charge. In future Bank Reconciliations will be double checked fortnightly by either an Officer or Councillor
215.10	In relation to the proposed purchase of the Community Centre site, Essex County Council have proposed a 50:50 split in relation to any future payment for formal access over the roadway.  It was noted that the Finance Committee had discussed this proposal and recommended agreement provided ECC agree to contribute to any maintenance and survey fees in relation to the roadway for five years also on a 50:50 basis and the Clerk will instruct the Council’s Solicitors accordingly.
216.	Planning
	Councillor Gooch reported that since the last Council Meeting with Public Participation held on 28th January 2010 the Planning Committee had reviewed thirteen Planning Applications.  Of these the Planning Committee had submitted objections to Epping Forest District Council in respect of three Applications.  Of particular note were the Applications relating to developments where the Planning Committee had raised objection in relation to dwellings situated in Theydon Road, Forest Drive and Morgan Crescent.
217.	Highways and Environment
217.1	As referred to in the Clerk’s Report the Council had received a communication dated 11th March 2010 from Essex County Council advising the Council that the bridge refurbishment scheme works at the viaduct were due to start on 15th March.  These works are required due to the significant deterioration of the reinforced concrete over the western spans and the repair works are necessary in order to ensure the longevity of the bridge The works are due to last up to 11 months.
217.2	Cllr Philip reported that he had recently attended meeting of the Local Highways Panel (LHP) at Epping Forest District Council along with fellow Committee Member Councillor Frankel and they had raised concerns about the temporary traffic light system in Theydon Bois associated with the structural repairs to the viaduct, creating problems with traffic flow owing to the sequence length.  It had been agreed that Officers at EFDC would raise these concerns with Essex County Council. Concern had also been expressed with regard to the proposal from the Community Initiatives Fund (CIF) 2009/10 (Highways) Co-ordinator that she would be intending to approach those Applicants who had submitted more than one application to prioritise their applications to enable the acceleration of the judging process.  Cllr Philip explained that this change of approach would prejudice Theydon Bois where Cllr Purkiss had submitted nine applications on behalf the Parish Council. The members of the LHP had requested that a letter should be written to the CIF Co-ordinator objecting to the proposal to change the rules and that the process should remain the same as advised at the outset with each individual application judged on merit.
217.3	Cllr Philip also reported that Essex County Council had not yet confirmed the budget allocations for Maintenance and Traffic Improvement Schemes for 2010/11 and so it was not presently possible for the Panel to prioritise the 14 schemes already prioritised as “high”.
217.4	Cllr Purkiss commented on the good work of the Highway Rangers but explained that funding for the scheme had run out in September and it was disappointing that this service was therefore not presently available.
217.5	Cllr Purkiss explained that it was to be hoped that the path adjacent to the pond would be repaired early in the new financial year.
217.6	Cllr Vincent reported that in relation to Parking issues, a number of residents are concerned about the delays in the publication of the next draft Traffic Regulation Order (TRO) especially in relation to Theydon Park Road where certain yellow lines are to be removed. Cllr Vincent explained that he had received rough indication that it could be six months or more before anything is heard on this.  Cllr Philip confirmed that the issue had also been brought up at the LHP and that the likely timescale for the next TRO was in fact 6-12 months.
218.	Communications
218.1	Cllr Hannibal provided report as attached.
218.2	Cllr Sowerby reported that the next Parish Council Surgery/One to One will take place on 7th June.  This is due to Bank Holidays coinciding with the Surgeries otherwise due in April and May.  It is to be hoped that the June Surgery will also be attended by P.C Cook who may be able to offer security marking of personal items such as bicycles.
218.3	Cllr Philip reported that he had researched the cost of a broadband wireless router for the Parish Office and that the Linksys WRT 610N “true” dual band draft-n router would be an appropriate choice.  The cost of this would be £109.98 including vat and delivery.
	Resolved: That the Council do purchase a Linksys WRT 610N broadband wireless router at a maximum cost to the Council of £109.98
	Proposed: Cllr Philip
	Seconded: Cllr Hammond
	Carried unanimously
219.	Cemetery
	Cllr Hammond explained that the Cemetery Committee had recently proposed that a new notice board should be acquired for the Cemetery and an estimate had been obtained from M J Cable dated 1st March 2010 in the sum of £485.  It was agreed that this item should be deferred until the Parish Council Meeting on 29th April pending the proposed contractor issuing an amended estimate as there appeared to be a problem with the printing of the estimate and pending the Cemetery Committee identifying the source of the funds with the RFO.
220.	Reports from Representatives
	Cllr Berry reported that Stop Stansted Expansion had issued a Press Release on 8th March, 2010 stating that it could be another two years before a Public Inquiry into a second Stansted runway is held and BAA are now indicating that it may not start until 2012 or 2013.  SSE are concerned as to the continuing blight and uncertainty for affected residents and business caused by the continuing delays in a final decision being reached.
221.	Any other urgent business for report (without decision)
	None
222.	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
222.1	A resident expressed concern as to the delay in the provision of the temporary bus stop which has now been installed
222.2	The Village Website Editor confirmed that he had set up a new Community Centre email address but that this would not be made live until he had received clarification as to who should have “ownership” of it.  Cllr Hannibal confirmed that this would be discussed by the Council and the Website Editor would be advised.
222.3	A resident mentioned that the organiser of the Loughton Festival had asked for help in promoting the event and that next year she hopes to extend it to cover Theydon Bois.  Any interested individuals or organisations can contact the organiser through the village website
222.4	A resident raised a query about the situation of the “waiting sign” at the temporary traffic lights on the viaduct which impedes flow of traffic.  Councillor Purkiss will look into this.

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Theydon Bois Parish Council

Minutes of the Meeting of the (PC) Parish Council Meeting held at The Village Hall at
8 pm on Thursday 25th February, 2010

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

195.	To Receive Apologies for Absence
	The Clerk confirmed that apologies had been received from Cllrs Hammond and Hannibal
196.	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
197.	Correspondence- Clerks Report
	The Clerk read out the attached Report
198.	To discuss and approve the Minutes of the Parish Council Meeting held on 25th February, 2010
	The draft Minutes of the Parish Council Meeting held on 25th February 2010 were approved and signed by the Chairman
199.	Community Initiatives
199.1	Cllr Jones advised that the Council’s Solicitor still awaits a response from Essex Legal Services with regard to outstanding enquiries but that the legal formalities are proceeding albeit very slowly.
199.2	The Minutes of the Meeting of the Finance Committee dated 4th February 2010 were noted
199.3	It was noted that confirmation had been received that the Council had been awarded £19,979 under the Communities Initiatives Fund 2009/10 Grant Scheme for the proposed refurbishment of the former Youth Centre building
199.4	Cllrs Emmett and Dodman expressed dissatisfaction with the present draft Business Plan.  Cllr Dodman stated that she did not feel it appropriate for the Finance Committee to be charged with the finalisation of the Business Plan and that a framework was required.  It was agreed that the Business Plan requires further work and that further meeting would be arranged to finalise it
199.5	It was agreed that a meeting will be arranged for Wednesday 31st March to which any interested volunteers and members of the public will be invited with a view to ascertaining who may be interested in forming a management team for the future management of the Community Centre. It was also agreed that the Clerk should write to the Buxton Trust, the Scouts, PAT and the Youth Club inviting them to send representatives to this meeting
199.6	The Clerk confirmed that meeting has been arranged with the Council’s Solicitor at Bates Wells Braithwaite for Wednesday 10th March and that this meeting will be attended by the Clerk, the RFO and Councillors Dodman and Hannibal.  The aim of this meeting is to seek further information about the options with regard to the structure of the proposed charity
199.7	It was agreed that the Clerk should send a letter to Epping Town Council on behalf of the Council expressing support for the proposed bids for funding to enhance the skate boarding facilities at Stonards Hill but explaining that the Council are not in a position to provide any financial assistance
199.8	It was agreed that Clerk should send letter to the young resident with mention of the Council’s support for Epping Town Council’s proposals as mentioned above together with a summary of the conclusions of the Youth Survey undertaken by the previous Council i.e. that the majority of youngsters surveyed mentioned that their key desire was for a base for their activities and that is of course being pursued by the Council by the proposed acquisition of the former Youth Club
200.	Finance
200.1	Cllr Dodman reported that she had attended recent Essex Association of Local Councils Audit and Risk Assessment Training Day with the Clerk.  The Purpose of this was so that Chairmen, Clerks and Internal Auditors could meet their External Auditor and the National Association of Local Council’s Consultant in respect of Audit and Accountancy. A Report of this event by the EALC Financial Consultant and Auditor had been circulated to all Councillors. This had revealed a number of areas where the Council’s procedures require review and the RFO/Finance Committee would be looking at those
200.2	There is a need to complete the Council’s Risk Assessment Policies by the end of the financial year.  This is proceeding and Risk Assessment Task and Finish Panel intend to arrange a meeting to finalise these for approval and adoption at the next Council Meeting. In order to do this the Councillors on the Risk Assessment TAF will require copies of the draft Cemetery and Allotments Risk Assessments which Cllr Purkiss was requested to provide
201.	Freedom of Information and Data Protection Act
201.1	The Councils draft Freedom of Information Act Publication Scheme kindly prepared by Councillor Hannibal for review by Council was agreed subject to minor amendment and was formally adopted by the Council
201.2	Councillor Vincent confirmed that he had been advised by the CCTV Maintenance Contractor that the village CCTV system is fully compliant with the Data Protection Act with appropriate signage and log of all downloads.  It was agreed that Councillor Vincent would request sight of the log and report back to Council with confirmation that this is all in order
202.	Cemetery
202.1	Cllr Purkiss reported that the Cemetery Committee had met on 24th February. The Burial Supervisor, Fiona Dodd had reported that there had been a number of burials already in 2010 and that income should therefore be on target.  It had been decided that following review of Cemetery charges that they should remain all as the current year except for the addition of a new category of Purchase of Exclusive Rights of Burial in a plot for a maximum of 8 urns or caskets.  This will be offered in consecrated and non-consecrated areas either side of the main entrance
202.2	The Cemetery Committee are concerned as to future capacity of the Cemetery and had agreed that Cllr Hammond should make further enquiries regarding the feasibility of the purchase of further land adjacent to the Cemetery.  Cllr Hammond had undertaken to investigate and to report back to the Council
202.3	The Cemetery Committee had discussed the creation of a sinking fund/designated reserve to facilitate future Cemetery expenditure.  It was agreed that this should be referred to the RFO for further investigation
203.	Highways and Environment
203.1	Cllr Purkiss reported that the Highways and Environment Standing Panel had recently met to discuss the feedback from Essex County Council Highways Liaison Officer in relation to the Council’s applications for funding from the 2010 CIF initiative.  With regard to the proposal concerning Poplar Row, ECC take the view that this relates to a maintenance issue which does not fall within CIF criteria.  This matter will now be pursued as a maintenance item through the Local Highways Panel process. Similarly the proposal for a central refuge island to be situated in Piercing Hill, 50 metres from the junction with Morgan Crescent has been discounted under the CIF criteria and again will be raised with the Local Highways Panel.  Cllr Philip suggested that this proposal could be put forward under the safety section of the Highways budget
203.2	The Highways and Environment Standing Panel have also met recently to discuss the provision of saltbins.  It may be possible for 3-4 bins to be provided at particular points of need within the village such as the lower part of Blackacre Road and Purlieu Way under a matched funding proposal with Essex CC.  The issue will however be reviewed after summer 2010 when the position with regard to Highways budgets becomes clearer and following review of the saltbin issue by Essex CC
203.3	It was agreed that the Council will pay for the plants to be planted in the village planters by members of the Horticultural Society in the usual way.  However it was also agreed that the cost to the Council should not exceed that of the previous year
203.4	It was agreed that the Council would like to see the continuation of the Annual Village Front Gardens Competition and that Councillors would be willing to assist with the judging.  It was agreed however that the Horticultural Society should be informed that the Council would not be willing to pay for the cost of engraving the cups for the competition
203.5	The Clerk advised that the hedge along the front boundary with the village hall and St Mary’s Church Hall would be trimmed imminently with half the cost to be reimbursed by the Village Association
204.	Allotments
	The Clerk explained that she had drafted the proposed Allotment Tenancy Agreement for signature by all allotment holders at renewal in April 2010.  It was agreed that the Clerk and Councillor Purkiss be authorised to finalise this Agreement for circulation to all allotment holders
205.	Provision for the Elderly
	Councillor Dodman reported that all matters were in hand for the Council’s next Elderly Afternoon Tea Event to be held on Friday 12th March
206.	Reports from Representatives
	Cllr Jones reported that she had attended Theydon Bois Primary School to present the prizes for their recent Art Competition
207.	Any Other Urgent Business for Report (without decision)
	None
208.	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:
208.1	Finance
	The recommendations of the Finance Committee as set out in the Minutes of the Meeting of the Finance Committee held on 23rd February were noted and approved
208.2	Highways and Environment
	The letter from Essex County Council dated 4th February 2010 in connection with the Wildlife and Countryside Act 1981 Section 53 Case 804 was noted.  It was also noted that the Council’s response would be drafted by Councillors Gooch and Purkiss and submitted to Essex CC prior to expiry of the deadline of 8th March 2010

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Theydon Bois Parish Council

Minutes of the Meeting of the (PP) Parish Council Meeting held at The Village Hall at
8 pm on Thursday 28th January, 2010

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

181.	To Receive Apologies for Absence
	The Clerk confirmed that apologies had been received from Cllrs Hammond and Sowerby
182.	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)
	Cllrs Dodman, Emmett and Jones declared a personal non-prejudicial interest in respect of Agenda Item 7.2 by virtue of the fact that they are members of the Theydon Bois Village Design Statement Association Committee.  Cllr Dodman also expressed her apologies for not declaring this interest prior to the recent Finance Meeting
183.	Public participation session with regard to items on the Agenda
	No such matters were raised by members of the public in attendance
184.	Correspondence – Clerks Report
	The Clerk read out the Attached Report
185.	To discuss and approve the Minutes of the Parish Council Meeting held on 10th December, 2010
	The draft Minutes of the Parish Council Meeting held on 10th December were approved and signed by the Chairman
186.	Community Initiatives
186.1	Cllr Jones advised that the Council’s Solicitor awaits a response from Essex Legal Services but that the legal formalities are proceeding albeit very slowly. The Council duly noted the contents of the email from Foskett Marr Gadsby & Head LLP (FMGH) dated 16th December 2009 which had been previously circulated to all Councillors

186.2	The Council agreed that given the need for frequent decisions to be made it would be appropriate for matters relating to the Community Centre purchase to be delegated to the Finance Committee.  It was further agreed that given his extensive involvement with the project it would be courteous to invite Cllr Hammond to relevant future Finance Committee meetings. It was therefore agreed that the decisions required under Agenda Items 6.2, 6.5 and 6.7 should be referred to the Finance Committee for consideration. In relation to Agenda Item 6.6 it was noted that it had been previously agreed at the Finance Meeting held on 8th January 2009 that the business plan for the proposed Community Centre would be presented to the Council at the next Council Meeting on 25th February 2010.  Cllr Dodman expressed concern that the draft Business Plan for the Community Centre was not complete. Resolved: That this Council gives authority to the Finance Committee for communicating and deciding on behalf of the Parish Council in regard to its financial and strategic decisions for: the proposed purchase of the community hall, scout hut and land pertaining to them from Essex County Council the basis of ownership for the said land and buildings the creation of a charity for this purpose   Provided that: no decision is made that is expressly contrary to a previous and current decision of the Council no decision is made that exceeds the expenditure as budgeted for   unless authorised at a full Council Meeting Proposed by: Cllr Hannibal Seconded by: Cllr Philip Carried unanimously
186.3	The Council duly noted the contents of the email from FGMH dated 19th January 2009 as previously circulated to all Councillors
186.4	It was agreed that the proposed loan from the Public Works Loan Board should be drawn down no earlier than the exchange of contracts with Essex County Council for the purchase
186.5	It was agreed to note and accept the engagement letter and the terms and conditions dated 19th January 2010 received from Bates Wells Braithwaite LLP all as previously circulated to all Councillors and the Clerk was authorised to sign said letter on behalf of the Council. It was further agreed that the Finance Committee should discuss the next steps and arrange a meeting with Bates Wells Braithwaite with a view to progressing the creation of a charity
186.6	It was agreed that the Council should seek volunteers for the future management of the proposed Community Centre by placing advertisement in Village News and through publicity on the village website and via posters to be placed on the Council notice-boards and in the local shops.
187.	Finance
187.1	Resolution: That this Council resolves to adopt the draft Reserves Policy recommended by the Finance Committee as presented and in the attached form Proposed by: Cllr Dodman Seconded by: Cllr Hannibal Carried unanimously
187.2	Resolution: That this Council resolves to agree the draft Budget for 2010/2011 recommended by the Finance Committee as presented and to set the Precept for 2010/2011 at £103,280 Proposed by:  Cllr Dodman Seconded by: Cllr Vincent Carried unanimously
187.3	The payments made since the last meeting on the attached list were approved for payment
187.4	Cllr Hannibal thanked Cllr Dodman and Greville Norman for all their hard work in connection with the preparation of the Council’s budget for 2010/2011
188.	Planning
188.1	Cllr Gooch reported that since the last Council Meeting with Public Participation held on 26th November 2009 the Planning Committee had reviewed Seventeen Planning Applications.  Of these the Planning Committee had submitted objections to Epping Forest District Council in respect of three Applications.  Of particular note were the following applications where the Planning Committee had raised objection: Application Number EPF/2173/09 Theydon Copt concerning an application to erect a new boundary wall to replace the existing hedge Application Number EPF/2117/09 Grazing land adjacent to Broadlawn Coopersale Lane concerning application for change of use of grazing land into stables and ménage with ancillary accommodation Application Number EPF/1707/09 Greenview adjacent 2 Blackacre Road concerning application for retention of dwelling built not in accordance with approved plans The Planning Committee had been pleased to note that Epping Forest District Council have subsequently issued decision notices refusing planning permission in respect of the above applications.
188.2	Cllr Philip reported that In a strongly worded letter, Epping Forest District councillors are demanding a ministerial meeting to review the Government Direction for Gypsy and Traveller pitch provision in Epping Forest District. At the Full Council meeting on 19 January 2010, Councillor Di Collins, Leader of the Council received the go ahead to issue the demand to The Right Honourable John Healey MP, Minister for Housing and Planning. The letter also seeks approval for the Gypsy and Traveller Development Plan Document to be subsumed within the Core Strategy of the Local Development Framework. Cllr Philip reported that Councillor Di Collins had thanked the various community and action groups for the useful evidence base which they had provided. To date no date for the proposed meeting with the Minister has been set
189.	Communications
	Cllr Hannibal reported that there is now a fourth Parish Council Notice board – the Council shares one with Theydon Bois & District Rural Preservation Society which is situated in the beer garden of the Bull and this has been refurbished recently.  This cost was shared by way of donations and contributions from the Rural Preservation Society and £50 from the Parish Council and the board is now in use. The Parish Council Logo is now being rolled out on all Council stationary and has been added to the Parish Council pages on the village web site.  This update of the web site included revisions to the Councillor contacts page, Meeting dates page for 2010 and the Minutes Page for those being listed from 1st January 2010.   For ease of identification, the listed Main Council Minutes will be identified by a date and in brackets the letters PP (for a meeting with Public Participation) or PC (for a Parish Council meeting without Public Participation). The next step for the site is to prepare and add a general introductory home page and publish on it our Freedom of Information Publication Scheme which is intended to be presented to the Council for adoption at either the February or March Council Meeting
190.	Provision for the Elderly
	Cllr Dodman reported that the Parish Council will be holding their third ‘Afternoon Tea’ for elderly and less mobile residents in the village from 2.30 – 4.30pm on Friday 12th March at the Village Hall. Entertainment will be provided by Peggy Oliver and details will appear on the notice boards and on the website. Any resident wishing to book a place and to advise whether transport is needed should contact the Parish Office.
191.	Risk Management
	Cllr Berry reported that Risk Assessments had been completed for recent “one off” events for the last Afternoon Tea event for the Elderly and for the Christmas Tree Lighting Ceremony.  Draft Risk Assessment had been prepared by the Finance Committee.  The Council’s other relevant Committees, Standing Panels and Task and Finish Panels had been asked to provide Risk Assessments for their relevant areas of responsibility.  It was to be hoped that these would be completed in the near future
192.	Reports from Representatives
192.1	Cllr Philip referred to the recent Local Highways Panel Meeting which he had attended. Essex County Council Highways Programme of Works for 2010/11 with the priorities assessed by Officers had been reviewed.  The following appear for Theydon Bois: Priority Ranking 1 – Carriageways (Abridge Road, Forest Drive, Avenue of Trees) Priority Ranking 2 – Carriageways (Green Glade) Priority Ranking 2 – Footways (Purlieu Way, Woodland Way, Orchard Drive, Heath Drive and The Weind) Priority Ranking 3- Footways (Poplar Row) Cllr Philip advised that the estimated cost of the above would amount to some £404,000 but cautioned that works would be governed by budgetary constraints with new budgets to be set in March 2010. It was however pleasing to note the amount of works assessed as being of relatively high priority.
192.2	Cllr Purkiss confirmed that the diamond railing has now been installed in the Abridge Road and that early signs are that this is deterring the problems of commuter parking in this area.  He also reported that the Cemetery Barrier has now been installed to deter fly-tippers.
193.	Any Other Urgent Business for report (without decision)
	There was none
194.	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
194.1	A member of Theydon News Desk Committee mentioned that he would like to discuss the issue of surplus funds arising from Theydon News Desk’s activities in connection with Village News and the website with the RFO/Finance Committee and in particular that he would like assurance that any surplus funds from Village News will be “ring-fenced” as a “cushion” may be needed if any sponsors are lost in the future.  Cllr Hannibal confirmed that it was indeed the Council’s intention that any such surplus be “ring-fenced and confirmed that he would be happy to discuss the matter with the Theydon News Desk Committee in further detail
194.2	A resident mentioned that he was pleased to hear that the footways in Orchard Drive had been identified as a category 2 priority for repair but that in his opinion higher priority should be given in view of the amount of usage, present state and proximity to the Primary School.  Cllr Philip mentioned that category 2 is in fact a relatively high priority as there are in fact 5 classifications of priorities in total.
194.3	There was discussion about the provision of grit bins.  County Councillor Janet Whitehouse mentioned that she had spoken to a Health & Safety Officer who had mentioned a proposal to recruit and train teams of volunteers to spread grit on footpaths as part of Emergency Planning and she undertook to report back to the Parish Council when further information was to hand.
194.4	District Councillor Roland Frankel referred to the problem of pot-holes appearing after the recent severe winter weather and urged residents to report such defects via the Essex County Council website.
194.5	A resident mentioned problems of flooding at the former Wake Arms Roundabout and wondered if this could be taken up with Essex County Council/Corporation of London
194.6	A resident mentioned the recent sad death of Alison Rabone, long term resident of the village who had made such a significant contribution over many years through her musical talents and association with Youth Church groups at St Mary’s.  Cllr Emmett also mentioned the recent sad death of Jim Axon, former Parish Council Chairman and Epping Forest District Council Chairman, who passed away in December. The sincere condolences of the Parish Council were expressed towards the families of Alison Rabone and Jim Axon.
194.7	A resident mentioned that the Parish Council had undertaken to put up a notice on its boards explaining which meetings are open to the public to speak. This is already on the website.

 

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