Meeting of the Parish Council to be held on Monday 7th February 2022

MISTLEY PARISH COUNCIL

Mistley Parish Councillors are hereby summoned to the Meeting of the Parish Council to be held on Monday 7th February 2022 commencing at 7.30pm at Mistley Village Hall

A G E N D A

1. Welcome and Apologies for Absence – To welcome and receive and approve apologies for absence.

2. Declarations of Interests and Dispensations – To receive any declarations of interest and at any point during the Meeting. To consider any dispensations received in advance of the Meeting.

3. Public Voice – To facilitate members of the public / press to address the Council for a maximum of 3 minutes per person and no more than 15 minutes for the session.

4. District and County Councillors Reports –

a)  District Councillors Report – To receive, consider and the note written report and to clarify any points from the said Report and to receive any new information. (Attached).

b)  County Councillor’s Report – To receive, consider and note the written report and to clarify any points from the said report and to receive any new information. (To follow). To receive updates from the County Councillor/County Council on the following highways concerns received from local residents:

c)  High Street – Traffic and speed concerns.

d)  Mistley Place Park – Public footway issues.

e)  New Road – Fingerpost sign near to Mistley War Memorial.

f)  Speeding – Survey and speed watch scheme.

5. Minutes of the last Parish Council Meeting held on the 20th December 2021 – To receive, consider and approve the Minutes. (Minutes attached and on website).

6. Update/Matters Arising from Previous Minutes held on the 20th December 2021 – To receive and note any updates.

7. Minutes of the Extraordinary Parish Council Meeting held on the 6th January 2022 – To receive, consider and approve the Minutes. (Minutes attached and on website).

8. Update/Matters Arising from the Extraordinary Minutes held on the 6th January 2022 – To receive and note any updates.

9. Councillors Reports on Committee/Working Group Meetings/Other Meetings/site Meetings Attended – To receive brief verbal updates and agree any matters.

a) Mistley Village Hall Management Committee – To receive a monthly written, brief report and consider any matters including buildings insurance request and CCTV request. (Attached and on website).

b) Allotment Working Group – (Councillors Chaplin – Chair), Coiley and Kent) – To receive an update and consider any matters regarding:

c) Grounds Maintenance Working Group – (Led by Councillor Nutter with other Councillors/Residents/Other Volunteers) – To consider and agree any matters.

d) Signage Working Group – (Councillors Chaplin – Chair, Coiley and Howell) – To consider and agree any matters.

e) Trees Working Group & Volunteer Tree Warden – (Councillors Coiley, Howell and Nutter – Chair) – To consider and agree any matters.

f) Section 106 Developer Agreements with Tendring District Council & Contributions for Mistley – (Councillors Coiley, Howell – Chair, Kent and Nutter) – To consider and agree any matters.

g) Community Celebrations Working Group – (Councillors Bell, Carter, Coiley, Frost, and Howell – Chair). To consider and agree any matters and to note financial contributions.

h) Swan Basin – Fish and Planting Working Group – (Councillors Chaplin, Frost, Howell – Chair, and Nutter) – To consider and agree any matters.

i) Furze Hill Working Group – (Councillors Carter, Nutter and Peacock – To consider recommendations.

j) Other Meetings/Site Meetings – To receive an update and consider any matters.

k) Furze Hill Play Area and Welcome Home Play Area – To agree a Councillor/s to carry out the next visual and written risk assessments. (Due February 2022). (Attached and on website).

10. Financial Matters

a) Schedule of Accounts for Payment – To receive, consider and agree payments since the last Meeting. (To follow).

b) Bank Reconciliations – December 2021. (Attached and on website) and January 2022. (To follow) – To receive, consider and agree.

c) 3rd Quarter Finance Report – To receive, consider and agree. (Attached and on website).

d) Councillor Generic Emails – To agree live date.

e) Manningtree, Mistley and Lawford Guide – To receive and consider. (Attached and on website).

f) Financial Risk Management – Annual Councillors Checks – To receive, consider and agree. (Attached and on website).

g) Internal Auditor – To agree the appointment of Miss V Pretty for year ending 31 March 2022.

h) Essex County Council – County Councillor Locality Budget – The Swan Basin – To consider the shortfall for this work. (£1,000 Locality Budget. £1,000 Budget 2023/24. Virement/Reserves – shortfall).

i) Mistley and Manningtree Bowls Club – To consider the request for a Section 137 grant. (Details attached and on website).

j) Manningtree & District/Frankenberg Partnership Association – To consider the request for membership. (Details attached and on website).

k) Urgent Finance Matters – To consider and agree any urgent finance matter after the agenda has been sent.

11. Correspondence – To note and consider the following:

a) Milestones – To convey thanks to Mr Horlock – local resident for this community project.

b) Enquiry: Filming – Old Knobbly Veteran Oak Tree – To consider the request received from Focal Point Gallery, Southend-On-Sea. (Details attached and on website).

c) Enquiry: Revisiting the Essex Witch Trials – Old Knobbly Veteran Oak Tree – To consider the request received from Essex County Council. (Details attached and on website).

d) Other Correspondence – To consider and agree any urgent matters received after the agenda has been distributed.

12. The Walls – Vendors– To review in readiness for March 2022 to October 2022. To consider the current terms and conditions of the operating licenses, and the arrangement for each vendor trading at The Walls being to have up to 2 tables and 4 chairs (8 chairs in total) at each pitch out on the greensward from 1st March – 31st October each year. For conformity, food vendors are asked to use tables and chairs in a dark colour and these should not be intrusive or invasive.

13. Unauthorised Gates – Parish Council Land – To consider the next steps legally.

14. Scheme of Delegation – To consider and approve/adopt. (Good practice and Gold and Quality Gold levels of Local Council Awards Scheme). (Attached and on website).

15. Complaints Policy – (Updated) – To consider and approve/adopt. (Good practice and Gold and Quality Gold levels of Local Council Awards Scheme). (Attached and on website).

16. Grants/Donations Policy – (Updated) – To consider and approve/adopt. (Good practice and Gold and Quality Gold levels of Local Council Awards Scheme). (Attached and on website).

17. Risk Management Strategy Policy – To consider and approve/adopt. (Good practice and Gold and Quality Gold levels of Local Council Awards Scheme). (Attached and on website).

18. Equality and Diversity Policy – (Updated) – To consider and approve/adopt. (Good practice and Gold and Quality Gold levels of Local Council Awards Scheme). (Attached and on website).

19. Pre-Application Planning Consultation Policy – To consider and approve/adopt. (Good practice). (Attached and on website).

20. Meet and Greet Councillors Sessions – To consider arrangements for Councillors to meet informally with local residents.

21. Parish Council Community Litter Pick – Saturday 12th March 2022 – To agree arrangements.

22. Parish Council Meetings

• Next Parish Council Meeting – Monday 21st March 2022 – 7.30pm – Mistley Village Hall.

• Next Planning Committee Meeting – Thursday 3rd March 2022 – 7.30pm – Mistley Village Hall.

23. Resolution to Exclude the Public and the Press – The Public Bodies S.1 (2) (Admission to Meetings Act 1960) and the Local Government Act 1972 ss 100 and 102 (amended 2014). The Council is asked to consider and agree to exclude the Public (and the Press if present), since publicity would legally prejudice commercial sensitivity and confidentiality.

24. Confidential Minutes of the Parish Council Meeting held on the 20th December 2021 – To receive, consider and approve the Minutes. (Minutes attached – Councillors only).

25. Update/Matters Arising from Confidential Minutes held on the 20th December 2021 – To receive and note any updates.

26. Parish Council Assets – (Leases/Licences) –

• Assets/Land – The Council is asked to receive updates from working group meetings and consider and agree the next legal stages with the Council’s Solicitor.

• Assets/Building – The Council is asked to consider setting up a working group to work with Mistley Village Hall Management Committee and the RCCE (Rural Community Council of Essex) regarding the custodial and management trustee arrangements.

27. Staffing – To agree additional paid hours of work for the Warden. (Details attached, Councillors only).