Minutes of the full ANNUAL Parish Council Meeting held on 30th May 2022

MISTLEY PARISH COUNCIL

Minutes of the full ANNUAL Parish Council Meeting held on 30th May 2022 at Mistley Village Hall

Councillors Present:
Councillor D Bell
Councillor G Carter
Councillor J Chaplin (Vice Chairman)
Councillor S Coiley
Councillor P Cunningham
Councillor R Frost
Councillor C Howell (Chairman of Council)
Councillor F Kent
Councillor P Nutter
Councillor I Peacock

In Attendance:
Mrs S Clements – Clerk

Two Members of the Public

The current Chairman of the Council – Councillor Howell took the chair for the first item of business.

Before the Meeting the Annual Chairman’s Community Award was presented by Councillor Howell to Angie and Barry Soames for over 40 years of service to the Village.

1. Nomination of Chairman and Declaration of Acceptance of Office’ – Proposed by Councillor Frost and seconded by Councillor Peacock, it was agreed following the vote, that Councillor Howell should serve as the Chairman for the ensuing Council year.

(Councillor Howell continued to Chair from this point and for the remainder of the Meeting).

2. Nomination of Vice Chairman and Declaration of Acceptance of Office’ – Proposed by Councillor Frost and seconded by Councillor Peacock, it was agreed following the vote, that Councillor Chaplin should serve as the Vice Chairman for the ensuing Council year.

3. Declarations of Acceptance of Office – Councillor Howell and Councillor Chaplin (Chairman and Vice Chairman respectively) signed their respective Declaration of Acceptance of Office forms at this point with the Clerk.

4. Welcome and Apologies for Absence – The Chairman of the Council – Councillor Howell welcomed everyone to the Meeting.

An apology for absence was received from Councillor Meston (annual leave). This was accepted by the Council. An apology for absence was also received from District Councillor Coley who is unwell.

5. Declarations of Interest and Dispensations – The following declarations of interest were made. (There were no dispensations):

Name of Councillor Details of Interest Minute Number
Councillor Kent Pecuniary Interest – Allotment Tenant at the Brunswick Allotment Site Minute Number 16a) – Allotment Working Group
Councillors Carter & Frost Personal Interests – Members of the Rugby Club Minute Number 23 – Parish Council Assets
Councillors Chaplin, Frost, Howell, Kent & Nutter Personal Interests – The Welcome Home Trust Minute Number 23 – Parish Council Assets
Councillors Chaplin, Cunningham & Peacock Personal Interests – Trustees of Mistley Village Hall Management Committee Minute Number 23 – Councillors written / emailed reports
Councillors Coiley & Cunningham Rotary Club Minute Number 18f) – Other Correspondence

6. Appointment and Composition of Parish Council Committees & Working Party Groups – Following the vote, (proposed by Councillor Coiley and seconded by Councillor Carter), the Council agreed to the following:

a) Finance Committee – Councillors Chaplin, Frost, Howell, Nutter, and Peacock.

b) HR Committee- Councillors Chaplin, Frost, Howell, Kent, and Nutter.

c) Planning Committee – All Councillors are Members.

d) Allotment Working Group – (Councillors Chaplin – Chair, Coiley, Kent, and Meston).

e) Community Celebrations Working Group – (Councillors Bell, Carter, Coiley, Frost, and Howell – Chair).

f) Dog Working Group – (Councillors Chaplin, Kent, and Meston – Volunteer Footpath Warden).

g) Grounds Maintenance Working Group – (Led by Councillor Nutter with other Councillors/Residents/Other Volunteers and the Council’s Warden).

h) Mistley Village Hall Management Committee – (Parish Councillor Representatives) – Councillors Chaplin and Peacock.

i) Signage Working Group – (Councillors Chaplin – Chair, Coiley and Howell).

j) Swan Basin – Fish and Planting Working Group – (Councillors Bell, Chaplin – Chair, Coiley, Frost, Howell, and Meston).

k) Trees Working Group – (Councillors Coiley, Cunningham, Howell, and Nutter – Chair).

l) Section 106 Developer Agreements with Tendring District Council & Contributions for Mistley – (Councillors Coiley, Howell – Chair, Cunningham, Kent, and Nutter).

7. Appointment of Councillor Representatives – Following the vote, (proposed by Councillor Coiley and seconded by Councillor Frost), the Council agreed to the following representatives.

a) Essex Association of Local Councils (EALC) – Councillors Chaplin and Howell.

b) Footpath Representative – Mr K Garwood.

c) Grounds Maintenance Volunteer Group – Lead- Councillor Nutter.

d) Manningtree District Business Chamber – Councillor Coiley.

e) Tendring District Association of Local Councils – Councillor Cunningham.

f) Transport and Community Rail Partnership- Councillor Nutter.

g) Tree Warden – Councillor Nutter.

h) Tri-Parish Emergency Planning Representative – Councillor Meston.

i) Trustees of the Rigby and Berry Charity; – Councillors Coiley and Howell with Mr Cambridge (Local Resident). (Also, Ex-Officio Rev’d D Turner – Rector Manningtree Benefice).

j) School Representative – Currently Councillor Frost.

k) Welcome Home Field Trustees – Councillors Chaplin, Frost, Howell, Kent, Meston, and Nutter.

l) Any other Councillor Representatives – None.

8. Terms of Reference – Committees – These were received, considered/reviewed, and agreed for the ensuing year following the vote. (Proposed by Councillor Cunningham and seconded by Councillor Bell).

a) HR Committee

b) Finance Committee

c) Planning Committee

9. Annual Review of Policies – These were received, considered/reviewed, and agreed following the vote for the ensuing Council year. (Proposed by Councillor Cunningham and seconded by Councillor Frost).

10. Standing Orders and Financial Regulations 2022/23 – These were received, considered/reviewed, and agreed following the vote for the ensuing Council year. (Proposed by Councillor Frost and seconded by Councillor Cunningham).

11. Model Councillor Code of Conduct 2020 (Section 27(2) Localism Act 2011) – The Council received, considered, and resolved to adopt this updated Code of Conduct as a Parish Council following the vote. (The LGA (Local Government Association) approved this in December 2020). Copy on website. (Proposed by Councillor Nutter and seconded by Councillor Cunningham).

12. Public Voice – The Members of the Public present did not wish to speak.

13. District and County Councillors Reports – The District Councillors and County Councillor written reports were received and noted. (Copies on website).

The Council noted that the June 2022 District Councillor Report includes details about The Anchor Inn Public House where it is proposed to sell the pub, that our local District Councillors are asking the District Council if it would consider purchasing Mistley Place Park, and the consultation regarding the closed Mistley Post Office.

14. Minutes of the Parish Council Meeting held on the 25th April 2022 – These Minutes were received, considered, and approved following the vote. (Proposed by Councillor Cunningham and seconded by Councillor Kent). (Copy in Minute Book and website)

15. Update/Matters Arising from Previous Minutes held on the 25th April 2022 – There were no new updates or matters arising.

16. Councillors Reports on Working Party Meetings/Other Meetings/Site Meetings –

a) Allotment Working Group – (Councillors Chaplin – Chair, Coiley, and Kent) – The Council noted that black matting is being purchased to assist with weed control. The issues with the weeds were discussed. The Council received and considered the request from an allotment tenant from the Brunswick Allotments to erect a shed. The Council also considered the request from MALGA (Mistley Allotment and Gardeners Association) for tree maintenance work at the Railway site where a tree planning application (tree conservation area) may need to be made by the Parish Council to the local planning authority. Following the vote, (proposed by Councillor Cunningham and seconded by Councillor Nutter), the Council agreed to the shed application subject to the Allotment Working Group meeting with the tenant on site and agreeing the precise position of the shed, but it deferred the tree application until such time as the Tree Working Group has viewed the site regarding the proposal for the tree work at the Railway Allotments site.

b) Community Celebrations Working Group – (Councillors Bell, Carter, Coiley, Frost, and Howell – Chair) with representatives from Lawford Parish Council and Members of the local community – The Council received and noted the written report and the final arrangements for the event on Friday 3rd June 2022. The Council noted that the concrete is currently setting prior to the erection of the Welcome Home Sign and the Tree Plaque. The Council noted the FOI (Freedom of Information) request received from one Mistley resident asking how much the event is costing. A response will be provided within the legal FOI timeframes.

c) Dog Working Group – (Councillors Chaplin, Kent, and Meston) – The Council noted that the Working Group will continue to monitor the situation and will report back in in July. The Rugby Club will continue to empty the dog waste bins on the rugby pitches.

d) Grounds Maintenance Working Group – (Led by Councillor Nutter with other Councillors/Residents/Other Volunteers and the Council’s Warden) – The Council noted that there are no new updates.

e) Mistley Village Hall Management Committee – (Parish Councillor Representatives – Councillors Chaplin and Peacock) – The Council received and noted the written report from Councillor Cunningham – a Committee member.

f) Signage Working Group – (Councillors Chaplin – Chair, Coiley, and Howell) – The Council considered the deteriorating state of the Parish Council noticeboards. The Working Group will investigate further.

g) Swan Basin – Fish and Planting Working Group – (Councillors Chaplin – Chair, Frost, Howell, and Nutter) – The Council received the written report. It noted that work still in progress, that the railings have been painted, the loose bricks replaced, but repairs to the basin itself are outstanding.

h) Trees Working Group – (Councillors Coiley, Howell and Nutter – Chair) – The Council noted that Councillor Nutter has purchased the tree protective sleeves.

i) Section 106 Developer Agreements with Tendring District Council & Contributions for Mistley – (Councillors Coiley, Howell – Chair, Kent and Nutter) – The Council noted that an update is still awaited from the District Council.

j) Other Meetings/Site Meetings – The Council noted representation from the Parish Council on the Anniversary of VE Day where a wreath was laid. Following the vote, it was agreed that Councillor Kent will lay a wreath for the 40th anniversary of the Falklands on behalf of the Parish Council on the 19th June 2022 (This was proposed by Councillor Cunningham and seconded by Councillor Bell).

17. Financial Matters

a) Schedule of Account for Payment – The schedule was received, considered, and agreed following the vote payments in the sum of £10,257.12. (Proposed by Councillor Cunningham and seconded by Councillor Coiley). (Copy in Minute Book and on website).

b) Annual Internal Audit Report 2021-2022 – Annual Governance and Accountability Return (AGAR) – The Council received, considered, and agreed/resolved to accept the Internal Auditor’s Report for the year-end following the vote. (Proposed by Councillor Cunningham and seconded by Councillor Coiley).

c) Annual Return for the Year Ended 31 March 2022 – Annual Governance and Accountability Return – The Council received, considered, and approved/resolved following the vote, the Accounts, Annual Return and Annual Governance and Accountability Return 2021-2022, along with the supporting documents and authorised the Chairman to sign the Return on behalf of the Council. (Proposed by Councillor Cunningham and seconded by Councillor Coiley).

d) Bank Reconciliation – April 2022 – This was received, considered, and agreed following the vote. (Proposed by Councillor Coiley and seconded by Councillor Cunningham).

e) Internal Controls – Councillors Checks – Following the vote, (proposed by Councillor Coiley and seconded by Councillor Cunningham), the Council agreed to appoint Councillor Frost to check the Council’s financial records for 2021/22 as an additional tier of financial control and internal audit.

f) Water Pump – The Green – The Council received the request from local residents about the Water Pump and discussed how to mitigate the damage caused by parking issues. (The Council also noted the update regarding The Wall at the Green and as detailed below. It was agreed that Councillor Meston will attend the site visit on the 17th June 2022).

g) Grounds Maintenance Contractor – The Council received the updated information from the contractor and conducted a formal review, in conjunction with the sealed tender process which was carried out two years ago and where the current contract/s expire on the 31st March 2023. A full and detailed discussion and debate ensured. Following the vote, (proposed by Councillor Nutter and seconded by Councillor Frost), it was agreed that the contractor could reduce the overall work within the contract/SLA by 20% until the end of the contract

h) Locum Clerk – The Council agreed following the vote, (proposed by Councillor Coiley and seconded by Councillor Frost), to the cover for urgent Clerk work via Bradfield Parish Council’s Clerk during the Clerk’s annual leave at a rate of £17.50 per hour. (27th June – 8th July 2022). (In budget).

i) Locum Cleaner –The Council agreed following the vote, (proposed by Councillor Coiley and seconded by Councillor Frost) to the cover for opening, closing, and cleaning the public toilet and opening and closing the barrier gates. (10th – 28th June 2022). (In budget). The Village Hall’s cleaning contractor will be used at a rate of £20 per day.

j) Platinum Jubilee Tree – Welcome Home Field – Following the vote, (proposed by Councillor Coiley and seconded by Councillor Frost), it was agreed to plant a tree to commemorate the Queen’s Platinum Jubilee (The Queen’s Green Canopy has requested that communities plant trees to mark this event).

k) Transfer to Events Designated Bank Account – Following the vote, (proposed by Councillor Coiley and seconded by Councillor Frost), it was agreed to transfer the £100 donation from the main Parish Council bank account following the additional donation from Manningtree Town Council.

l) Transfers to Welcome Home Trust Bank Account – Following the vote, (proposed by Councillor Coliey and seconded by Councillor Frost), it was agreed to transfer the £500 Bowls Club and £450 Cricket Club annual rents payments to the Welcome Home Nationwide BS account from main Parish Council bank account.

m) Urgent Finance Matters – There were no matters.

The Two Members of the Public left the Meeting at this point

18. Correspondence – Councillors considered the following:

a) Mistley Village Hall Management Committee – The Council considered the request for the Committee to carry out work to the Kitchen and Iris Peacock Lounge. It also considered representatives to discuss suggestions for both rooms. Following the vote, (proposed by Councillor Frost and seconded by Councillor Carter), it was agreed that Councillors Coiley and Howell will join with representatives of the Village Hall Management Committee.

b) Trinity Free Church, Manningtree – The Council considered the request to use a portion of the Trinity Road Graveyard for various Church events. The Church hope to mow the central area in the Autumn and continue to keep the brambles from encroaching on the church building. This was agreed following the vote. (Proposed by Councillor Coiley and seconded by Councillor Frost), subject to the mowing and clearance works being undertaken.

c) Manningtree District Frankenberg Partnership Association – Belated 50th Anniversary visit to Manningtree District – invitation to the Council Chairperson (or their representative) – Friday 17th June 2022 – Celebration Dinner at the Venture Centre, 6.45pm for 7.00pm) to recognise, how the two districts have successfully achieved the Deed of Partnership, signed at Manningtree County Secondary School on 8th May 1971. Following the vote, it was agreed that Councillor Chaplin (the Vice Chairman) will attend with Councillor Carter. (Councillor Howell is on annual leave).

d) Ultimate Holdings/Go Develop – The Council noted that the legal transfer of the allotment land is still to be finalised due to a legal error made by the Solicitors.

e) REVISIONS – 21/02121/LBC & 21/02122/FULHH – 2 Thorn Mews, The Green – Insertion of 2 no. conservation roof windows to the rear roof slope and internal alterations – The Council considered these applications on behalf of its Planning Committee due to the timescale deadlines. Following the vote, (proposed by Councillor Nutter and seconded by Councillor Cunningham), it was agreed to recommend that the Conservation Officer makes a decision under the local planning authority’s scheme of delegation for both of these proposals.

f) Other Correspondence – The Council received and considered the following:

• Rotary Club – The Council agreed following the vote, to the Rotary Club’s request to run its annual charity Mayflower Trail Challenge on Sunday 25th September 2022, where the finish will be opposite the Rugby Club on Furze Hill.

• The Wall – The Green – The Council considered further the request for restoration of the Wall at the Green. This was agreed following the vote. (Proposed by Councillor Coiley and seconded by Councillor Nutter).

• The Green –Tea Party – Sunday 2nd June – The Council considered the request received from local residents from The Green for a tea party on Sunday 2nd June 2022 at the north-west corner of The Green to celebrate HM The Queen’s Platinum Jubilee. The Council noted that the tea party will be low-key, with between 17-30 people attending. This was agreed following the vote. (Proposed by Councillor Coiley and seconded by Councillor Frost).

19. Parish Council Meetings – The Council noted the following Meetings:

• Next Parish Council Meeting –Monday 18th July 2022 – 7.30pm – Mistley Village Hall.

• Next Planning Committee Meeting – Thursday 9th June 2022 – 7.30pm – Mistley Village Hall.

20. 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 considered and agreed following the vote to exclude the Public since publicity would legally prejudice commercial sensitivity and confidentiality. This resolution was agreed following the vote. (Proposed by Councillor Frost and seconded by Councillor Peacock).

21. Confidential Minutes of the Parish Council Meeting held on the 25th April 2022 – The Council is asked to receive, consider and approve the Confidential Minutes.

22. Update/Matters Arising from Confidential Minutes held on the 25th April 2022– The Council is asked to receive and note any updates.

23. Parish Council Assets – (Leases/Licences) – The Council is asked to receive updates from working group meetings and to consider and agree the next legal stages in conjunction with the Council’s Solicitor.

There being no further business, this part of the public Meeting closed to facilitate the closed part of the Meeting.