Persons wishing to be considered for co-option onto the Town Council of Wivenhoe should apply either in writing or by email to the Town Clerk, giving full particulars, by Monday 14 May 2012.

 Council Offices, 77 High Street, Wivenhoe, CO7 9AB – email wivenhoe_council@btconnect.com

Present:            The Town Mayor, Cllr. R. Needham(Chairman),Cllrs:  A. Aldis, P. Kraft,  K. Read, F. Richards, B. Sinclair, A. Stinson, N. Tile and A. Vaughan, Borough Cllr. S. Ford (part), Mrs. A. Stinson (Town Clerk), Jason Cobb,           Patrick Handscombe and Tim Sherwen, members of the public. 

Prior to commencement of business safety announcements were given.

1.  APOLOGIES FOR ABSENCE.  Apologies were received from Cllrs. J. Campbell, I. Endean, N. Lodge and K. Hall,  County Cllr. J. Young and Borough Cllrs. M. Cory, J. Manning  and A. Quarrie.

 1.a) RESIGNATION OF COUNCILLOR.

Cllr. Needham read out a letter of resignation from Cllr. Jennifer Campbell.  Cllr. Campbell had enjoyed her short time as a Councillor for Wivenhoe but her circumstances had changed and she could not commit the time now for Council duties. Cllr. Needham stated that he had replied to Jennifer and had thanked her for her time with the Council.

2. MINUTES. RESOLVED that the Minutes of the Meeting of the Town Council held on 20 February 2012 be confirmed and signed as a correct record.

3. MATTERS ARISING FROM THE MINUTES.   Radio Wivenhoe: Town Clerk to follow up that there is an article on the Wivenhoe web-site containing a link to the Radio Wivenhoe web-site and advising of the support of the Town Council for this venture.

4. POINTS RAISED BY MEMBERS OF THE PUBLIC. 

a) St. John Ambulance Hall. With the Chairman’s approval Tim Sherwen and Patrick Handscombe addressed the Town Council regarding their concern for the future of this community building.  A planning application was currently lodged with Colchester Borough Council for its demolition.  Cllr. Vaughan responded that Town Council’s Planning Committee had submitted its recommendations to CBC Planning stating that the Town Council is against the application and wishes the building to be retained for community use.Wivenhoe Town Council’s policy on this issue is that it recognizes the value of community facilities and wishes them to be increased.  A statement to this effect would be officially drawn up and sent to the Chairman of CBC’s Planning Committee.

Cllr. Needham thanked Mr. Handscombe and Mr. Sherwen for attending.

5. REPORTS FROM MEMBERS OF THE COUNTY AND BOROUGH  COUNCILS.

a) Essex County Council:  Cllr. Young had sent a written report detailing that she was still trying to get someone interested in the Quayside café; concerning Highways she was still trying to get some action at the accident spot on Alresford Road and was due to visit residents next week.  A new Highway panel comes into being on 1 April and Cllr. Young will continue to press for action. Thanks were expressed to Cllr. Young for her report. 

Cllr. Kraft reported that as a result of the meeting with Betty Watson, Street Warden, funding for four litter bins along the Wivenhoe Trail had been identified.

b) Borough Council:  Cllr. Ford reported that he was still dealing with potholes and took locations from members of where the worst ones were.  Cllr. Ford also advised that the application for St. John Ambulance Hall was about to go before CBC Planning.

c) Public Transport Representative.  The written report received from Peter Kay was received and noted.  Thanks were expressed to Peter Kay for his very detailed report.  Cllr. Sinclair reported that he would be attending rail meetings concerning the “sunshine coast”.  Mr. Kay would beinformed of the next meeting of the Community Safety Group which was on 29 March 2012.

6.  COMMITTEE REPORTS. 6.1 Planning a) Minutes of the meeting of the Planning Committee held on 6 March 2012 were received and noted.  

b) Cooks’ shipyard Wet dock:  Taylor Wimpey have requested dates for a meeting with the Town Council concerning the alternative use for the commercial buildings.  Two dates were put forward and the Town Clerk would advise Taylor Wimpey of this.

c) S 106: Cllr. Read reported that he had no further updates but would be contactingBob Penny soon.  It was noted that the Wivenhoe Scout and Guide Association were looking for grant aid for a new kitchen and this would be strongly supported.

d) Health Centre:  Nothing further to report.

e) St. John Ambulance Hall.

The matter of a Town Council Policy concerning increasing community facilities in Wivenhoe and in particular more venues in which organisations can meet, such as the St. John Ambulance Hall, was discussed. 

AGREED therefore that the following be the Policy of the Town Council concerning community facilities in the town: 

“Wivenhoe Town Council is aware of intense competition in the town for community hall facilities. The general demand for these facilities often results in disappointment and frustration for a proportion of the many clubs, societies and community groups based in the town. The Town Council is therefore very concerned over the prospect of losing any one of these facilities and supports the continuation and enhancement of all community assets, especially in the case of the St. John Ambulance Hall.”

This Policy Statement would be forwarded to the Chair of CBC Planning Committee and all members of CBC Planning Committee. 

6.2 Personnel Committee.  Noted that the next meeting would be held on 18 April 2012.

6.3 Finance and Administration Committee.  a) Minutes of the meeting held on 15 March 2012 were received and noted.  

b) Precept 2012/13:  Members noted that the increase in the precept amounted to 00.10p per week for each household in the average rated Band D property.

c) Review of Financial Regulations: The Finance andAdministration Committee had conducted a review of the Financial Regulations.  The amendments would be taken to the next Best Value meeting for discussion in order to incorporate the changes at the Town Council’s Annual General meeting in May. On the matter of Imprest Account transfers, it was agreed that further research is necessary before the matter is discussed further. 

6.4 Best Value Committee. a) Notes of  the meeting held on Monday 5 March 2012 were received.

Items of Note: The recommendation to approach Colchester Borough Council to ask if they would be willing to hand back the Council office building in its entirety to WTC was fully supported.   A letter would be sent to this effect.

7.  WORKING PARTY REPORTS.

7.1 William Loveless Hall Working Party:  a) Notes of the meeting held on Wednesday 29 February 2012 were received. 

b) Increase in Hire Charges:  Noted the increase in hire charges, applicable from 1 April 2012.

 7.2 Estates Working Party.  a)  Notes of the meeting held on 27 February 2012 were received.  

b) Conifer hedge: Noted that there was a conifer hedge opposite the cemetery which projected over a pavement.  A standard letter would be sent to the occupier of the property.

7.3 Wivenhoe Wood Working Party.  Cllr. Sinclair reported that the activities of this group were being posted on the Co-op’s Community Notice Board.  Next month work would be carried out to repair the damaged picnic benches in the wood.  

7.4. Minibus Working Group.  Minutes of the next meeting held on8 March 2012were received and noted.

Cllr. Read reported that there were some issues concerning the Low Emission Zone which came into force on3 January 2012 withinLondonand this was being followed up.  There were also concerns about the Section 19 permit and this was being followed up as well.

7.5 Youth Facilities Working Party.  Nothing further to report.

7.6 Community Opportunities Group.   81/83 High Street update: Cllr. Needham reported that work on81 High Street was complete and the keys were being handed over to the tenants onSaturday 24 March 2012.  Progress on 83 High Street was also well under way.  One garage was being let to the tenant of 81 and it was expected the other garage would be let as well with 83. The office part of the building requires more work and this would be undertaken in due course. Cllr. Needham noted that the Group were alive to the request from the Scout and Guide Group concerning funding and also the Philip Road Centre and St.John Ambulance Hall. The next meeting would be held on 4 April 2012.

 7.7 Diamond Jubilee Working Group.

a) Notes of the meeting held on 7 March 2012 were received.  Cllr. Needham summarized events to date on the KGV field and also updated everyone on the Jubilee Gardens where an application for the 1^st stage of funding had been submitted.  Cllr. Vaughan reported that  a volunteer group had asked permission to work over the weekend clearing some of the undergrowth. 

Agreed that the volunteer group could carry out some work this weekend.

Concerning the time capsule Cllr. Read offered to research costs on this. The next meeting would be held on Friday 23 March at the Congregational Church.

7.8 Members’ Individual Proposals or Reports:

a) Mayoral Activities: Cllr. Needham reported on attendances at Wivenhoe Mayoral Variety Show on 24 February at the William Loveless Hall, which raised almost £1,000; Colchester Mayor’s Malaysian Cultural Evening on 2 March at the Moot Hall;  Wivenhoe Mayors Annual Ball on 3^rd March at the William Loveless Hall, which raised £1606 for the Mayor’s Charity; Charity Fashion event at the Congregational Church on 3 March; Civic Dinner at the Colchester Moot Hall on 9^th March; University of Essex Planning application presentation on 12 March and Wivenhoe Gilbert and Sullivan’s production of Ruddigore on 16 March.

b) Community Safety and Police Matters:  Nothing to report.

c)  NAP report: Nothing to report.  

8.  TOWN CLERK’S REPORT.

8.1 Burial Grants and approval of memorials. The Town Clerk reported that one Burial Grant had been issued and one memorial had been approved since the last meeting.  Two interments of ashes had taken place.    

 8.2 NALC/EALC Communications.  February DIS communications and Making the Links communications and newsletters from both NALC and EALC were both available in office for members to read.  Electronic versions had been emailed to members where available. 

8.3 Work Management.

a) General: The Town Clerk reported that work is progressing well to enable 81/83 High Street to be ready for letting and the fencing for the garden of 81/83 High Street had been completed. Assistance had also been given to the Gilbert and Sullivan Association in moving furniture from the William Loveless Hall in readiness for their production.  The number of visitors to the Council Offices for the month of February totalled 274. 

b) Annual Town Report: A first draft had been circulated and members were asked to read it through and submit any comments. Cllr. Needham thanked the Town Clerk for the work which goes into preparing the report.   

 9.  FINANCE.  9.1  Current Financial Report. a) The February spending and income Report was received and noted. 

9.2  List of cheques numbered 503693 -503699 drawn since the last Town Council Meeting was approved and signed.  

9.3  List of Payments made from the Imprest Account since the last Town Council Meeting was approved.

9.4   Motions Under Standing Orders Recommending Expenditure.  None.

9.5  Appeals for Financial Support.  None.

10.  NEW BUSINESS. 10.1 Correspondence.  

a) Moving Image :  A letter had been received from ‘Moving Image’ requesting a letter of support from the Town Council for their application for funding from the Big Society. 

AGREED that a letter of support be drawn up.

10.2 Conferences/Seminars.  None. 

10.3 Notices.  Cllr. Needham reported on the following:

Wivenhoe Mayor’s Charity Events

Saturday 21 April – Dennis Stratton in concert, William Loveless Hall. Tickets £5. 

10.4 Licences.    Nothing to report. 

10.5 Highway Matters.   None. 

10.6 Press Releases.  

Press release on the handing over of the keys to 81 High Street would be issued.

 The meeting closed at 8.55 pm

                                    CHAIRMAN

The Pram race will be on the Friday 20th July night, 19.30 at the Station Pub.

Present:  The Town Mayor, Cllr. R. Needham(Chairman), Cllrs:  A. Aldis, I. Endean, K. Hall, P. Kraft, N. Lodge, K. Read, F. Richards, A. Stinson, N. Tile and A. Vaughan. Borough Cllr. J. Manning. Mrs. A. Stinson (Town Clerk) Jason Cobb, Martin Newell and Jerry Davies of Radio Wivenhoe and  Two members of the public. 

Prior to commencement of business safety announcements were given.

1.  APOLOGIES FOR ABSENCE.  Apologies were received from Cllrs. J. Campbell, B. Sinclair, County Cllr. J. Young and Borough Cllrs. M. Cory, S. Ford and A. Quarrie.

2. MINUTES. RESOLVED that the Minutes of the Meeting of the Town Council held on16 January 2012 be confirmed and signed as a correct record.

3. MATTERS ARISING FROM THE MINUTES.   None.

4. POINTS RAISED BY MEMBERS OF THE PUBLIC. 

a) Radio Wivenhoe

A presentation on Radio Wivenhoe was given by Martin Newell and JerryDavies, which was received favourably by the Town Council.  Created nine months ago from studios in the Wivenhoe Business Centre it had now grown thanks to its 35 volunteers.  Next year it was hoped the enterprise could obtain a FM community licence.  At present it only broadcasts for 16 hours a day and can be listened to via the internet. Featured programmes to date are Wake Up to Wivenhoe, classical shows, 80’s music and spoken word.  A small advertising campaign had started and the Town Council agreed to assist by placing posters on the notice boards and on the Wivenhoe web site.  The Town Council also agreed to provide a Statement of Support for the venture. Cllr. Needham thanked Mr. Newell and Mr. Davies for attending.

5. REPORTS FROM MEMBERS OF THE COUNTY AND BOROUGH            COUNCILS.

a) Essex County Council:  Cllr. Young had sent a written report detailing that she had contacted ECC officers re the cycle path from the Fire Station to the University. There was change in that costs had reduced from £600k to between £165k and £245k depending on whether a Toucan crossing is installed or not outside the Flag Pub. Cllr. Young declared a preference to have the Toucan crossing as the need for this will increase when the new health centre is built.  Cllr. Young also met with Andrew Nightingale re Quayside café and whether funding for this path can be offset against the new car park. This is being discussed by CBC Planning officers. Borough planners will not allow change of use to student accommodation until there are some alternative community facilities available and Cllr. Young had tried to get the Institute to take the café on as a training ground for students but to no avail. Finally, Cllr. Young reported that she had met Highways officers, Police and residents re the accident at Alresford Road to see if proposals can be drawn up for a solution to this dangerous crossing spot. 

b) Borough Council:  Cllr. Manning reported that the University boundary covers 85% of Wivenhoe Cross ward, this meant that 85% of any S106 money should be contributed to Wivenhoe Cross ward and not channelled into Greenstead St. Andrews Ward.  Both he and Cllr. Cory would aim to ensure that Wivenhoe Cross ward does not lose out.

Cllr. Vaughan raised the issue that the University had not tackled any public transport issues in their application for the new multi-storey car park. Cllr. Vaughan would prepare a letter to Cllr. Young on the issue.

Cllr. Manning also reported that the planning application for Rosetta Close had been allowed with conditions, although it was a split vote; the Boundary Review at Myland Parish Council had gone through; the two applications for the University had been called in and a survey of local residents in the Cross area had been carried out.

Cllr. Lodge commented on the fact that although the Borough Council had managed to maintain a zero precept, the withdrawal of CBC’s parish grant to all Town and Parish Councils had resulted in the Town and Parishes having to raise their own precepts.  Cllr. Manning said he could not comment on this although he sympathized with the Town and Parish Councils over this. 

c) Public Transport Representative.  The written report received from Peter Kay was received and noted.  Thanks were expressed to Peter Kay for his report.  

Cllr. Read commented on rumours about Wivenhoe Station becoming an unmanned station. This will be closely monitored.

6.  COMMITTEE REPORTS.

6.1 Planning

a) Minutes of the meeting of the Planning Committee held on24 January 2012 were received and noted.  The application for the St. John Ambulance Hall had been called in. Cllr. Vaughan gave a report on the meeting held on14 February 2012 where the two University applications were discussed.

b) Cooks’ shipyard Wet dock:  Cllr. Read reported that a snagging list had been formed and was ongoing.  A site meeting had been held on 25 January 2012. 

c) Health Centre:  Cllr. Lodge was pleased to report that after 15 years the PCT had at last announced that progress is finally in place for a new Health Centre for Wivenhoe.

d) Resignation of Planning Committee member:  Noted the resignation of Cllr. Endean from the Planning Committee.  Cllr. Hall Agreed to take Cllr. Endean’s place on the Planning Committee. 

6.2 Personnel Committee.  Minutes of the meeting held on 2 February 2012 were received and noted.

6.3 Finance and Administration Committee.  

a) Minutes of the meeting held on 26 January 2012 were received and noted.  

b) The recommendation of a loan of £2,000 from the contingency budget to enable the Diamond Jubilee Working Group to progress was AGREED.  After the festival the amount would be reimbursed.

6.4 Best Value Committee.

a) Notes of  the meeting held onMonday 6 February 2012 were received.

Items of Note: AGREED to loan an amount of £2,000 from the contingency budget to the Diamond Jubilee Working Group, which was to be reimbursed followed the event. 

7.  WORKING PARTY REPORTS. 7.1 William Loveless Hall Working Party:  a) Date of the next meeting Wednesday 29 February 2012. 

b) Gents’ toilet: Cllr. Kraft reported that the Town Clerk had been successful in obtaining a grant from the Borough Council’s Community Buildings fund for refurbishment of the gents’ toilet in the William Loveless Hall.

c) Wivenhoe Forum:  Members were concerned to read  comments on the Wivenhoe Forum concerning the current system of damage deposit for the William Loveless Hall. Cllr. Kraft said that this would an item for discussion at the next Working Party meeting.

7.2 Estates Working Party.  a)  Notes of the meeting held on30 January 2012 were received.  

b) The next meeting would be held on 27 February to which David Darlington and Celia O’Donnell of WAGA would be attending to receive a small presentation and thanks from the Town Council in recognition of their work and dedication to Wivenhoe’s allotments. 

7.3 Wivenhoe Wood Working Party.  Nothing to report.

7.4. Minibus Working Group.  The date of the next meeting would be on 8 March 2012 at 12noon. 

7.5 Youth Facilities Working Party. 

Cllr. Richards reported that the Hub were in the process of submitting a grant for a basketball court.  Cllr. Lodge said that the Town Council needed to be kept informed of progress as they might be able to offer assistance.  

7.6 Community Opportunities Group.  Notes of the meeting held on 15 February 2012 were circulated. Cllr Needham reported that the Town Council was almost ready to exchange contracts on 81/83 High Street.   Work on preparing the properties was well under way.

Concerning S106 matters the COG might need to review the wish list.  Following the May elections the S106 Agreement between Ward Cllrs would need to be re-enlivened.

7.7 Diamond Jubilee Working Group.

a) Notes of the meeting held on1 February 2012 were received.  Cllr. Needham summarized events to date on the KGV field and also reported on the Health and Safety issue of bunting raised by Essex County Council. 

7.8 Members’ Individual Proposals or Reports:

a) Mayoral Activities: Cllr. Needham reported on attendances at Wivenhoe Pantomime Group’s production of Robin Hood at the William Loveless Hal on 20 January; Wivenhoe Sailing Club Burns’ dinner on 21 January; re-launch of Broadfields Residents Association on 25 January; Wivenhoe Cubs Group judging the Cooking Competition on 31 January; Colchester Castle Park, planting of Oak tree by Mayor of Colchester to mark the 60^th anniversary of the Queen’s accession on 6 February and the Alresford Civic Service on 19 February.

b) Community Safety and Police Matters:  Cllr. Endean reported that the next meeting would be held on Thursday 26 January 2012 at 7.30pm in the Council Chamber.

c)  NAP report: Nothing to report.  

d)  Standing Orders:  Cllr. Needham advised that the Annual Review of  Standing Orders and Financial Regulations will normally take place at the next Annual General Meeting and that the Finance Committee need to consider this at their next meeting.

e) WDSFT: Cllr. Lodge reported that he had attending a meeting of the Trust recently which was very positive. 

8.  TOWN CLERK’S REPORT.

8.1 Burial Grants and approval of memorials.

The Town Clerk reported that one Burial Grant had been issued and four memorials had been approved since the last meeting.  Three burials had taken place.   

8.2 NALC/EALC Communications.  January DIS communications and Making the Links communications and newsletters from both NALC and EALC were both available in office for members to read.  Electronic versions had been emailed to members where available. 

8.3 Work Management.

a) General: The Town Clerk reported that snow clearance and gritting had been carried out by the groundsmen in certain parts of the town and that this had been much appreciated by residents, especially those inValley Road.  A start had been made on clearing the garden of 81/83 High Street.  Assistance had been given to the Pantomime in moving the flats and furniture from the Hall. The number of visitors to the Council Offices for the month of January totalled 192. 

 Members also expressed thanks to the groundsmen not only for their work on snow clearance but also on the redecoration of81/83 High Street. 

9.  FINANCE. 9.1  Current Financial Report

a) The January spending and income Report was received and noted. 

9.2 List of cheques numbered 503666 -503674 drawn since the last Town Council Meeting was approved and signed.  

9.3 List of Payments made from the Imprest Account since the last Town Council Meeting was approved.

9.4 Motions Under Standing Orders Recommending Expenditure.  None.

9.5  Appeals for Financial Support.  None.

10.  NEW BUSINESS.

10.1 Correspondence.   a) CBC – Consultation on street services :  This had been circulated by email. Cllr. Richards would be contacting Betty Watson, CBC Street Warden. 

10.2 Conferences/Seminars.  

Cllr. Lodge reported on a Planning Roadshow he had attended recently. As part of the new  Localism Act the Community Action Plan now replaces the Town Plan and the Town Council need to consider updating their Town Plan as this would be beneficial for the future in obtaining grants.  AGREED that it be placed on the monitoring sheet of the Best Value Committee.

10.3 Notices.  Cllr. Needham reported on the following:

Wivenhoe Mayor’s Charity Events

Friday 24 February – Mayoral Variety Show, William Loveless Hall

Saturday 3 March – Mayor’s Ball, William Loveless Hall. Tickets sold out. 

10.4 Licences.    Nothing to report.

10.5 Highway Matters.    

a) Verge at Ernest Road: Cllr. Tile reported that the verges by the Co-op were being worn away by vehicles parking on them.  This would be raised with Highways and Cllr. Tile would also speak to the manager of the  Co-op about this. 

10.6 Press Releases.  

Press releases on the Police Houses; Diamond Jubilee Events; new Health Centre and the Mayor’s Variety Show have been issued. 

The meeting closed at 9.10pm.

CHAIRMAN

1. The Auditor recommends this.
2.  It can be paid back more quickly if in cash, rather than waiting for a cheque to be raised at the next TC meeting, which could take several weeks. All our cheques require three signatures and the only time all councillors are together is at TC meetings.
3.  If taken as a cheque and secured in the safe and not banked it could be stopped.  If there is a dispute this could happen.  It states in the hiring agreement (in bold) the amount of days that must elapse before a DD is repaid.  This gives the caretaker time to examine, report to the Town Clerk and if necessary get a member of the hall committee to look at the damage.  Many hirers come in the next day and get annoyed when they are told it is too soon. The situation is transparent if the hiring agreement is read before signing and any questions can be asked of the desk staff. If they cannot answer they recommend that the hirer speaks to one of the councillors on the hall committee, usually the chairman.

Hopefully this is now clearer.

In view of the comments, this matter was brought up at the hall working party meeting  on the 29/2/12 and discussed.  Any group needing further advice please refer to the hall chairman,  who is at present Penny Kraft – 826633.

1.  APOLOGIES FOR ABSENCE.  None.

2. MINUTES. RESOLVED that the Minutes of the Meeting of the Town Council held on 19 December 2011 and the Extraordinary Meeting held on 4 January 2012 be confirmed and signed as a correct record.

 3. MATTERS ARISING FROM THE MINUTES.   None.

 4. POINTS RAISED BY MEMBERS OF THE PUBLIC.  None.

 5. REPORTS FROM MEMBERS OF THE COUNTY AND BOROUGH     COUNCILS.  a) Essex County Council: Cllr. Young wished everyone at the Town Council a Happy New Year and  reported that following the traffic accident involving a child at Millfields School she had met with parents and was pushing Essex County Council to visit the site in regard to this issue;  ECC Libraries were conducting a new pilot across the county involving library staff visiting those residents who fail to return borrowed books on time; the closure of the Quayside Café was also a disappointment as many residents had been making good use of this facility, especially when using the riverside walk; LEA were working through changes in schools provision in Essex;  Cllr. Lodge asked about the cycle path from Colchester Road to the University and Cllr. Young commented that there was £11m of unspent S106 money, to which Cllr. Young had put forward a shopping list for, one of which was the cycle path.  The matter was now with the Highway Panel and Cllr. Young would keep any eye on it to see how it develops.   Concerning the Philip Road Centre Cllr. Young said that there was not any immediate danger of it closing.

b) Borough Council:  Cllr. Cory also wished everyone a Happy New Year and reported that he would be attending the Broadfields Residents Association meeting on 25 January at the Flag PH at 7.30pm.  He also reported that a planning application for Rosetta Close had been called in as the application unduly affected surrounding residents.  There was some graffiti on the Mede Way play area, which would be looked at. An elderly lady had suffered a fall on uneven pavements and Cllr. Cory was dealing with this.  Concerning the LDF Tendring Local Plan it appeared that Tendring had got further with this than at first thought and that it was not intended to take forward the proposals indicated earlier on.

Cllr. Ford reported that the planning application for 58 Queens Road would be going before Committee next week.  Concerning the Wivenhoe Fair Trade Sign Cllr. Ford had been advised by Highways that additional signage was not allowed to be bolted onto signs already in situ.  Tree roots along Ernest and Stanley Road had also been a matter which Cllr. Ford along with Cllr. Stinson were dealing with.  A large Cherry tree had already been taken down and would be replaced by a smaller variety of tree although the offending roots of the original tree still protruded from the pavement, causing a problem to pedestrians,   Cllr. Ford would look into this. Cllr. Ford was also very concerned about the accident at Millfields School;  resulting from the CDOA it was hoped that a dog bin could be put by the Wivenhoe Business Centre.  Cllr. Sinclair mentioned that tree roots were also a problem along the pavements in Manor Road. 

Cllr. Read raised the matter of S106 forms which had been emailed to Cllr. Ford, to which a response was still awaited by Bob Penny at CBC.  Cllr. Ford would look into this.  Cllr. Kraft reported that following the CDOA the old litter bins which had been replaced were being held in store at the Council yard. 

Cllr. Manning reported that Myland Parish Council were going through a Boundary Review; the planning application for the Knowledge Gateway had been deferred on inadequate disabled parking grounds and progress was trying to be made to further the application.

Cllr. Read said that concern had already been expressed for the environmental impact of sewage from an extra 400 houses at this development but Cllr. Manning responded that this had already been brought up and was part of the reason for deferment.

Cllr. Quarrie reported that she had chased Bernard Jenkin MP on matters concerning the Persimmon site and had been assured by his office that letters had been put in the post.  Cllr. Quarrie would let the Town Council know as soon as she received a copy of the letters.  Cllr. Quarrie also reported that she had attended a meeting at Fingringhoe re the Ballast Quay Waste proposals.

c) Public Transport Representative.  A written report had been received from Peter Kay which was circulated.  Cllr. Needham thanked Peter Kay for attending the meeting.

6.  COMMITTEE REPORTS.

6.1 Planning. a) Minutes of the meeting of the Planning Committee held on 3 January  were received and noted.  

b) Cooks’ shipyard Wet dock:  Cllr. Sinclair reported that the working group had met last Wednesday to look at the Fisherman’s Store.  The group would now produce a snagging list which would be brought up with Taylor Wimpey.  It was noticed that a resident had started mooring a canoe on the dockside. Cllr. Sinclair feels that this should be allowed to continue until the Dinghy Park is functional. The owner of the canoe can then be asked to relocate the canoe within the Dinghy Park.  Cllr. Read had been appointed Chair of the working group.

Concerning the development Cllr. Lodge said that it was important that all members familiarized themselves with the development to fully understand the issues under consideration.

c) Health Centre:  Cllr. Lodge said that there was nothing to report.

6.2 Personnel Committee.  Cllr. Read reported that a meeting would be arranged shortly.

6.3 Finance and Administration Committee.  a) The next meeting of the Finance andAdministration Committee would be held on 26 January 2012 in the Town Clerk’s office, due to the Council Chamber being in use. 

6.4 Best Value Committee. a) Notes of  the meeting held on Wednesday 4 January 2012 were received.

7.  WORKING PARTY REPORTS.

7.1 William Loveless Hall Working Party: a) Date of the next meeting Wednesday 29 February 2012. 

b) Wyvern Room:  Town Clerk reported that the cost of the work required to redecorate the Wyvern room, following a party was being calculated in order to be deducted from the hirer’s damage deposit. 

7.2 Estates Working Party.  a) Date of the next meeting would be 30 January 2012 at 7.30pm.

b) Cooks’ Wet Dock: Noted that a walk around the site with the Town Council’s groundsmen to assess maintenance requirements for the Wet Dock site had been held. 

7.3 Wivenhoe Wood Working Party.  Cllr. Sinclair reported that coppicing was being carried out by the railway line, in accordance with the usual practice.

7.4. Minibus Working Group. 

Cllr. Read reported that a meeting had been scheduled earlier in the day, but unfortunately was not quorate.  Another meeting had been arranged for Thursday 8 March at 12 noon in the Council Chamber.  The sign for the garage door would be replaced.  Drivers also needed to collate their instructions on the familiarization sessions in order for a checklist to be prepared by the office.  Cllr. Read also reported that in addition to the very generous donation from the Wivenhoe Quay Quilters received in November, a further donation had been received from the Wivenhoe Over 60’s Club in recognition of the vital service the bus gives to the Over 60’s Club. The Town Clerk would send a letter of thanks to the Chairman of the Over 60’s Club.  A letter of thanks had already been sent to the Quay Quilters by Cllr. Needham.

7.5 Youth Facilities Working Party.  Cllr. Richards would be arranging a meeting shortly.

 7.6 Community Opportunities Group.  Notes of the meeting held on12 January 2012 were circulated. Cllr. Needham summarized the attendance of Annemarie Naylor, Head of Assets at a London based charity who spoke about redundant unused public buildings which could be acquired by the community. In particular the group would find out if community ownership of the Philip Road centre might be viable.   Cllr. Needham also spoke about the purchase of 81/83 High Street which needed progressing but was being held up by a boundary issue.  Cllr. Needham would contact the Town Council’s solicitors the next day to progress matter.Concerning S106 matters the COG were concerned that some issues were not progressing and the correct procedures, i.e. tracking and logging needed further research.   Cllr. Read said that he was attending the meeting of BRA and it was hoped that the residents would indicate what sort of facilities they wanted to see at Broadfields.Cllr. Lodge advised that for each S106 funding application a business plan and costings would be needed for each request. 

7.7 Diamond Jubilee Working Group.

a) Notes of the meeting held on11 January 2012 were received.  Cllr. Needham summarized events to date on the KGV field and also reported on the concept of the Community Jigsaw, which had been well received by the Working Group.

Concerning the Diamond Jubilee Garden funding a visit had been made by a representative of Cory Environmental who considered the application very favourable.  A decision would be taken by Cory on 17 January 2012.

b) Funding: Cllr. Lodge, Chair of Finance, questioned as to where the funding was to come from within the Town Council’s budget and Cllr. Needham responded that items needing funding at present were the provision of portaloos.  The Town Clerk had secured funding of £200 from Celebrate Your Fete.  Cllr. Needham hoped that the Town Council’s contingency fund would be able to provide the initial outlay, which it was hoped would be replaced after the event.  

c) The next meeting would be held on 1 February 2012 at 7.30pm.

7.8 Members’ Individual Proposals or Reports:

a) Mayoral Activities: Cllr. Needham reported on attendances at Carols on the Quay on 20 December and the Wivenhoe Society Post Christmas Dance on Saturday 7 January 2012. 

b) Community Safety and Police Matters:  Cllr. Endean reported that the next meeting would be held on Thursday 26 January 2012 at 7.30pm in the Council Chamber.

c)  NAP report: Nothing to report.  

d) Colne Estuary: Cllr. Sinclair reported that he had attended a meeting at Fingringhoe where the main topic discussed was the waste processing plant consultation. Cllr. Tile reported that the legislation on infill was very complex and there could be a possibility of a plant to crush asphalt which would cause a threat to Wivenhoe from noise and dust.  Cllr. Tile would respond appropriately with the Town Council’s concerns. 

Cllr. Manning said that the Borough Council had already submitted their response and he would obtain a copy for the Town Council. 

8.  TOWN CLERK’S REPORT.

8.1  Burial Grants and approval of memorials.  The Town Clerk reported that no Burial Grants had been issued and no memorials had been approved since the last meeting.  One burial of ashes had taken place, although this week three interments had been booked.    

8.2 NALC/EALC Communications.  December/January DIS communications and Making the Links communications and newsletters from both NALC and EALC were both available in office for members to read.  Electronic versions had been emailed to members where available.

8.3 Work Management. a) General: The Town Clerk reported that since the refurbishment of the Wyvern Room, damage had been caused by a private party and the room has had to be redecorated again; Christmas lights had been taken down; the Holm Oak in front of the William Loveless Hall had been pollarded and a damaged tree in the New Cemetery removed.  Several trees and branches had been cleared by the groundsmen on the KGV field, following high winds. Several other trees had also been reported as having wind damage, but following inspection by the Town Council’s groundsmen these trees had been identified as being in Clifton Terrace, not on the KGV field. The number of visitors to the Council Offices for the month of December totalled 120. 

 9.  FINANCE. 

9.1  Current Financial Report. a) The December spending and income Report was received and noted. 

9.2  List of cheques numbered 503666 -503674 drawn since the last Town Council Meeting was approved and signed.  

9.3  List of Payments made from the Imprest Account since the last Town Council Meeting was approved. 

9.4  Motions Under Standing Orders Recommending Expenditure.  None. 

9.5  Appeals for Financial Support.  None. 

10.  NEW BUSINESS.  10.1 Correspondence.  

a)   Philip Road Centre:  Members received the letter from Michael Padmore concerning the future of the Wivenhoe Centre.  Agreed that Cllr. Needham respond to Mr. Padmore encompassing the presentation given to the COG.

b) Orienteering Event:  The request received from Essex Stragglers to hold an event on 11 November 2012 using a segment of Wivenhoe Woods was AGREED.  It was noted that permission had already been given from CBC and the University of Essex.

10.2 Conferences/Seminars. 

Cllr. Needham reported that a letter from EALC had been received thanking the Town Council for their hospitality at the training day on 10 December 2011. 

10.3 Notices.   Cllr. Needham reported that there was to be a quiz at St. Mary’s Church on 4 February if the Town Council wished to enter a team.

Wivenhoe Mayor’s Charity Events

Friday 24 February – Mayoral Variety Show, William Loveless Hall

Saturday 3 March – Mayor’s Ball, William Loveless Hall.

Saturday 21 April, Dennis Stratton of Iron Maiden, William Loveless Hall 

10.4 Licences.    Nothing to report.

10.5 Highway Matters.    

a) Co-op Lorries: Cllr. Tile would speak to the Co-op again about the lorries using Ernest, Manor and Stanley Roads. 

b) New Pedestrian Crossing at The Avenue:  Members noted that this pedestrian crossing had now been completed and it was AGREED that a letter of thanks be sent to Highways. 

10.6 Press Releases.  

A press release on the Pedestrian Crossing – ‘the community of Wivenhoe working together for the safety of Wivenhoe’ would be prepared. 

The meeting closed at 9.15pm.                                                       

                                    CHAIRMAN

In an extraordinary move the Town Council has secured the site, which is of crucial and strategic importance to the town owing to its central location and the fact that it adjoins the William Loveless Hall, already owned by the Town Council.   The  potential to combine with existing facilities and create a lasting and useful  asset for the people of Wivenhoe is enormous.

This is a wonderful opportunity to secure a bright future for the site. An opportunity to do something that will benefit the people of Wivenhoe and meet their expectations. In the immediate term, the properties will enable the Council to provide much needed family housing in the town.