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Minutes of Town Council meeting held on 18 February 2013
MINUTES of the Meeting of Wivenhoe Town Council held in the Council Chamber on Monday 18 February 2013.
______________________________________________________________________
Present: The Town Mayor, Cllr. P. Kraft (Chairman),
Cllrs: A. Aldis, I. Endean, K. Hall, N. Lodge, R. Needham, K. Read, F. Richards, N. Tile, A. Stinson and A. Vaughan
Mrs. A. Stinson (Town Clerk)
Jason Cobb
Peter Kay
Roger Mainwood
Will Lodge (press)
Member of the public
Prior to commencement of business safety announcements were given.
1. APOLOGIES FOR ABSENCE. Apologies for absence were received from County Cllr. J. Young, Borough Cllrs. S. Ford and C. Liddy and Cllrs. B. Sinclair and D. Henley.
2. MINUTES. RESOLVED that the Minutes of the Meeting of the Town Council held on 21 January 2013 be confirmed and signed as a correct record.
3. MATTERS ARISING FROM THE MINUTES.
Cllr. Needham asked if there had been any update on the Wivenhoe Public Hard Association. Cllr. Read confirmed that he had offered his services to the group and as yet there was no progress to report.
Several matters from the last meeting were raised which required Cllr. Young’s input, these were update on Cedric Coaches; signage in lower Wivenhoe, of which 10k of funding had been made available from the Highway Panel, which members considered excessive; and an update on the 20mph zone. As Cllr. Young was not present these would be taken up with her.
4. POINTS RAISED BY MEMBERS OF THE PUBLIC.
a) Mr. R. Mainwood – Wivenhoe ‘Green Break’ and the Health Centre
Members welcomed Mr. R. Mainwood who wished to address the Town Council on the significance of the ‘Green Break’, which acts as a natural barrier separating Wivenhoe from Colchester and the importance of maintaining this. Members were all in agreement that they did not want to see any housing on the ‘Green Break’ next to the Fire Station. Regarding the search for a Health Centre site Mr. Mainwood briefed members on the suggestion of the land at Millfields being of a suitable size and one which should be included in the Sequential Site Search.
Members thanked Mr. Mainwood for his address and for his work on the search for a suitable site for a Health Centre. On the subject of Millfields Cllr. Kraft said that nothing had been submitted to the Town Council but should this be raised then another public meeting would be held in order to engage public opinion. Cllr. Kraft would ask Richard Warner when the next meeting of the Health Group was to be arranged.
5. REPORTS FROM MEMBERS OF THE COUNTY AND BOROUGH COUNCILS.
a) Essex County Council: No report had been received from Cllr.Young. Cllr. Kraft stated that Cllr. Young would be asked to report on the cost of the recent library refurbishment.
b) Borough Council: The written report from Cllrs. Liddy and Ford covered issues on the recent approval of the planning application for A3 restaurant use on Phase 3 of Cook’s Shipyard and also an itemized report on the locality budgets as both Cllrs. Liddy and Ford had pooled their budgets for the benefit of the community. It was noted that the provision of dog bins had been included in one of the locality budgets and members considered this inappropriate use of funds as these should be provided by CBC as a matter of course. A letter would be sent to the Ward Cllrs requesting clarification of this. In total £3077 had been allocated from the £4000 Wivenhoe Quay pot.
c) Public Transport Representative. Peter Kay reported on the speculation of Health Centre being on the Millfields site in that it would be inaccessible for anyone in lower Wivenhoe without a car as it would involve two buses. The Fire Station site was the best accessible site for public transport. A letter had been sent to First Bus about low floor buses but to date no reply had been received. The Town Clerk would chase this up. Also it was noted with concern how much ECC had spent to date on a new bus information service. ECC would be asked if one or two of these information signs could be placed at the Co-op bus stop.
Members thanked Peter Kay for his report.
6. COMMITTEE REPORTS.
6.1 Planning
a) Minutes of the meeting of the Planning Committee held on 29 January 2013 were received and noted.
b) Cooks’ Shipyard Working Group:
Cllr. Read updated members in that the dinghy park and car park were still not ready for use. These were expected to be ready in 4-6 weeks, after that the dinghy park allocation could follow for which there was already a waiting list. Cycle racks should be installed shortly. Cllr. Read advised that figures would be circulated shortly concerning rental of the dinghy bays and canoe racks in order to be finalized at the next meeting.
Cllr. Aldis to follow up costings of the parking meters.
c) Health Centre: Notes of the Wivenhoe Health Group held on Friday 25 January 2013 had been circulated and placed on the web-site.
d) Community Assets Forum: Cllr. Needham reported that Peter Hill had been appointed as Chairman of the Group, which will work to register assets of community value within the town. Progress reports would be received in due course.
6.2 Personnel Committee. Cllr. Read reported that there was a position in the Town Council’s reception/admin department. The post was being advertised and the closing date for applications was 28 February 2013.
6.3 Finance and Administration Committee.
a) 2013/14 Budget Recommendation: Cllr. Lodge reported that the Town Council’s budget request had been put forward for recommendation at Colchester Borough Council Finance meeting which would be held on 20 February 2013. When confirmation had been received a newsletter would be sent to all residents.
6.4 Estates Committee.
a) The Minutes of the Estates Committee held on Monday 28 January 2013 were received and noted. Concerning the re-painting of the skatepark by graffiti artists Cllr. Richards reported that a meeting was to be held with the students with the suggestion that one of the containers by the Jubilee Gardens be used instead as one of the conditions for skatepark being sited on the King George V Play was that it should blend in with the surroundings.
7. WORKING PARTY REPORTS.
7.1 William Loveless Hall Working Party:
a) Notes of the meeting held on 13 February 2013 were received.
Cllr. Kraft reported that the Wivenhoe Lunch Club run by Age UK Colchester had submitted a request for help due to the loss of their funding stream. The Lunch Club met once a month in the William Loveless Hall and provided a hot meal for the elderly. Cllr. Kraft proposed that during the interim period of say six months while the Lunch Club sourced alternative funding the charge for the use of the William Loveless Hall be waived in order for the Lunch Club to continue.
Proposed by Cllr. Stinson and seconded by Cllr. Endean it was AGREED unanimously that the Wivenhoe Lunch Club be granted the use of the William Loveless Hall for six months at no cost to enable the Lunch Club to continue while they sourced other avenues of funding.
Cllr. Needham declared an interest.
7.2 Wivenhoe Wood Working Party. Nothing to report.
7.3. Minibus Working Group. Nothing to report.
7.4 Youth Facilities Working Party.
Cllr. Richards reported that the group was trying to arrange an AGM.
7.5 Community Opportunities Group.
Notes of the meeting held on 30 January 2013 were received.
7.6 Diamond Jubilee Gardens Working Group.
Cllr. Vaughan reported that Cory Environmental Trust had approved the grant pending receipt of estimates and confirmation of funds spent to date.
7.7 Pavilion, Offices, Yard and Police Houses Working Group.
Cllr. Needham reported that the matter of the pavilion lease was still being progressed. Renewals for 81 and 83 High Street was due soon. The temporary car park at the rear of 81 and 83 High Street had been hampered by weather but was progressing now.
A meeting had been held with Nicola Fairhurst of CBC Estates where the estimate for the fire alarm and emergency lighting system for the Council Offices was challenged and found to be over excessive. A system more suitable to the Town Council’s needs was being investigated. Cllr. Needham had also put forward the Town Council’s aspirations for the building to be returned to them, as pre 1974, and this was taken on board by Ms. Fairhurst. The inefficiency of the Crittall windows was mentioned and this would also be looked into.
7.8 Members’ Individual Proposals or Reports:
a) Mayoral Activities: Cllr. Kraft reported on attendances at the Wivenhoe Pantomime on January 25th; Wivenhoe Sailing Club Burn’s Dinner on 26 January; Curry Night on 1st February; Mayoral Variety Show on 9 February; Wivenhoe Quarry Gold Award Presentation at County Hall on 14 February and WAGA AGM on 17 February.
Total of 6 events.
b) Community Safety and Police Matters: Reported that the group were appointing a new Chairperson.
c) NAP report: Cllr. Aldis reported that CBC were now changing the process and there will be zoned areas. It was proposed to merge Wivenhoe NAP with St. Annes and St. Andrews and also join up with Neighbourhood Watch.
d) Wivenhoe Housing Trust: The report of Cllr. Needham on the Wivenhoe Housing Trust was received and noted.
e) Cllr. Sinclair. Cllr. Sinclair had submitted a request for a 3 month sabbatical for health reasons, but would continue to act on the Cooks’ Working Group and the JubileeGardens.
Members noted this and wished Cllr. Sinclair well.
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 had taken place.
8.2 NALC/EALC Communications. February Issues 801 – 802 of DIS and been emailed to all members. Making the Links communications and newsletters from both NALC and EALC were being emailed whenever available.
8.3 Work Management.
a) General: The Town Clerk reported that some groundwork had been carried out on the JubileeGardens at the rear of the Council Yard but was now on hold pending the outcome of a grant application. Scaffolding had been put up at the William Loveless Hall in preparation for the Wyvern Room roof repair. The number of visitors to the Council Offices for the month of January totalled 224.
9. FINANCE.
9.1 Current Financial Report
a) The January spending and income report was received and noted. The Town Clerk drew attention to several income budgets which were well within their anticipated revenue. Cllr. Lodge explained to members that this was good news and that members needed to recognize the amount of financial work that was involved in estimating the Town Council’s budgeted income. Members were appreciative of the amount of work involved.
9.2 List of cheques numbered 503886 -503896 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) Wivenhoe Housing Trust - To appoint Nominative Trustee.
Cllr Robert Needham’s term of office as nominative Trustee to Wivenhoe Housing Trust ends in February 2013. Cllr Needham has indicated his willingness to continue to serve the Charity. AGREED that Cllr. Needham continue to serve as the Town Council’s nominative Trustee on the Wivenhoe Housing Trust.
b) East of England Co-op Society – Defibrillator unit.
The East of England Co-op Society Wivenhoe branch had approached the Town Council with a view to the Town Council supporting a project to provide 24 hour access to a defibrillator unit in the Wivenhoe store.
The Society will supply, install and maintain the equipment as part of the scheme, including any planning permissions that may be required. The only cost to the Town Council would be the nominal electricity units to keep the defibrillator charged, estimated to be between £10 -30 per annum. AGREED unanimously to support the venture.
c) Free Trees: the 7th Trees for Years Initiative, postponed from Saturday 2 February took place on Saturday 16 February at Rowan House between 10am -1.00pm. Noted.
10.2 Conferences/Seminars. None.
10.3 Notices.
Saturday 2 March – Mayor’s Ball, William Loveless Hall.
10.4 Licences. None.
10.5 Highway Matters. None.
10.6 Press Releases.
A newsletter would be prepared concerning the precept when confirmation had been received from CBC’s Finance and Scrutiny Panel meeting on 20 February 2013.
The meeting closed at 8.48pm.
CHAIRMAN
January Town Council meetings – reposted
MINUTES of the Meeting of Wivenhoe Town Council held in the Council Chamber on Monday 21 January 2013.
______________________________________________________________________
Present: The Town Mayor, Cllr. P. Kraft (Chairman),
Cllrs: A. Aldis, I. Endean, K. Hall, D. Henley, N. Lodge, R. Needham, K. Read, F. Richards, N. Tile, A. Stinson and A. Vaughan
Mrs. A. Stinson (Town Clerk)
Jason Cobb
Peter Kay
Roger Mainwood, Benoit Bradley, Marika Footring
Will Lodge (press)
Prior to commencement of business safety announcements were given.
1. APOLOGIES FOR ABSENCE. Apologies for absence were received from County Cllr. J. Young, Borough Cllrs. S. Ford, J. Manning and C. Liddy and Cllr. B. Sinclair.
2. MINUTES. RESOLVED that the Minutes of the Meeting of the Town Council held on 17 December 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) Mr. B. Bradley – Wivenhoe Public Hard
Members welcomed Mr. Benoit Bradley who addressed the Town Council on the proposition for a Wivenhoe Public Hard Association to be drawn up with the intention of setting up a feasibility study on the Wivenhoe Public Hard to which the support of the Town Council would be needed.
The proposal was put to the vote and members AGREED with one abstention, to support the setting up of the Association, provided no expense was expected.
5. REPORTS FROM MEMBERS OF THE COUNTY AND BOROUGH COUNCILS.
a) Essex County Council: Cllr.Young had sent in a written report, including details of a recent unannounced inspection of the Cedric school coaches, during which they were found to be compliant. Following the issues of flooding of the Quay which was raised at the last meeting Cllr. Young had arranged to meet Gary Cockett from the Environment Agency at the barrier to discuss these problems. Cllr. Young had also chased progress on the new cycle path from the Fire Station to the University, funding is currently being processed so hopefully things can get moving soon. Regarding the Wivenhoe Surgery group the next meeting would be on Friday at 10.30am, where Cllr. Young will be in attendance.
b) Borough Council: Cllr. Liddy had sent a written report stating that the engineering works in Valley Road have now been completed and that part of the road is now being
resurfaced. Concerning the locality budgets both Cllrs. Liddy and Ford had pooled their budgets for the benefit of the community and will quite happily work with our colleagues in Wivenhoe Cross on projects that will benefit the whole of Wivenhoe. To date £250 has been given to Wivenhoe in Bloom, £498 to Transition Wivenhoe, £530 towards improving facilities at the Scout & Guide Hall and other projects are being progressed.
Concerning the Colne Barrier Cllr. Liddy was working with Rowhedge to ascertain the policy of the Environment Agency for opening and shutting the barrier.
Cllr. Kraft reported that the Town Council had submitted its list to Cllr. Liddy concerning bids for the Locality Budget. Cllr. Manning would be asked about the Cross ward projects.
c) Public Transport Representative. Peter Kay reported that since November there has been a big reduction in the percentage of low floor vehicles used on the 61/62 route, to the extent that anyone dependent on low floor buses would no longer be able to use these routes; whilst the branded ‘new’ double-deckers are now used randomly on other routes instead. This was because the temporary accommodation in use since the closure of the Bus Station was too cramped to enable the right vehicles to be got out in the morning.
Agreed that a letter be sent to First Bus about this.
Members thanked Peter Kay for his report and also thanked him for the Christmas bus timetable notices which proved very useful
6. COMMITTEE REPORTS.
6.1 Planning
a) Minutes of the meeting of the Planning Committee held on 8 January 2013 were received and noted. Cllr. Vaughan reported that the Town Council supported the application for A3 restaurant use on Phase 3 of Cook’s Shipyard and were glad to see it was not residential development. Regarding the University ‘office village’ concern was expressed that the development could eventually turn into more flats.
b) Cooks’ Shipyard Working Group:
Proposed Waiting Restrictions: Details had been received from Essex Highways advising that the roads on the Cooks’ development would shortly be adopted by Highways and as part of the adoption process it was necessary to restrict parking along certain lengths of road to maintain free flow of traffic allowing access for large vehicles such as refuse freighter and those vehicles attending the Sailing Club, the Environment Agency building and the new dinghy park.
AGREED that all of the roads should be ‘No Waiting at Any time”.
Cllr. Read updated members on matters to date concerning the dinghy park and car park. These were expected to be ready in 4-6 weeks, after that the dinghy park allocation could follow.
c) Health Centre: Noted that a meeting of the Wivenhoe Health Group would be held on Friday 25 January 2013 at 10.30am.
d) Neighbourhood Plan: Cllr. Needham reported that a press release had been drawn up and an article had been put on the Town Council’s web site to encourage members of the public to come forward and become involved. To date two names had been received.
6.2 Personnel Committee. Nothing to report.
6.3 Finance and Administration Committee.
a) The Minutes of the Finance meeting held on 9 January 2013 were received and approved.
b) 2013/14 Budget Recommendation: At the last Town Council meeting it was reported that no precept could be set until figures had been released from Colchester Borough Council but in order to prepare the budget four scenarios had been drawn up with the worst case scenario resulting in an increase of 40% or £25 per Band D Council Tax payer.
Cllr. Lodge reported that the budget this year was extremely difficult due to the loss of the Parish Grant, the reduction in Band D properties and the impact of the five new facilities on the Cooks’ site. On receipt of figures from CBC, estimates of Income and Expenditure had been produced reflecting the loss of the Rate Support Grant (£32,000) and the effect of the LCTS (Localising Council Tax Support) which was 2708.3 properties, 144.3 less than the previous year. Based on this estimates of Income and Expenditure had been produced resulting in precept of £217,458 or .37p per week per Band D properties, or £19.85 a year. Current levels of service would be maintained along with provision for the five new facilities at Cook’s site.
AGREED in principle therefore that, based on a total expenditure of £267,058 the precept for 2013/14 would be £217,458 which produced a rate of £80.42 compared with last year’s figure of £60.77, reflecting an increase of £19.85 per year or .37p per week.
6.4 Estates Committee.
a) The next meeting would be held on Monday 28 January 2013 at 7.30pm.
7. WORKING PARTY REPORTS.
7.1 William Loveless Hall Working Party:
a) The next meeting would be held on 13 February 2013 in the Council Chamber.
Cllr. Kraft reported that following the annual inspection three of the drugasar heaters had been condemned for replacement. The replacements had been ordered and it was hoped that these would be put in as soon as possible. In the meantime two electric convector heaters had been put in the Wyvern Room as a temporary measure.
7.2 Wivenhoe Wood Working Party. Nothing to report.
7.3. Minibus Working Group.
Cllr. Stinson reported that a donation had been received from the Over 60’s Club towards the upkeep of the bus and a letter of thanks had been sent.
7.4 Youth Facilities Working Party.
Cllr. Richards reported that she would be arranging a meeting with the Hub soon. There was also a possibility that interest in the student council was going to be revived.
7.5 Community Opportunities Group.
Cllr. Needham reported that a meeting to discuss the Community Assets Register would be held on 30 January 2013 at 11.00am. A notice for the web-site had been published concerning the nomination of land/buildings of community interest.
7.6 Diamond Jubilee Gardens Working Group.
Cllr. Vaughan reported that a start on the project had been made and that the outcome of the latest application to Cory Environmental Trust should be known soon.
7.7 Pavilion, Offices, Yard and Police Houses Working Group.
Cllr. Needham reported that the Certificate of Lawful Use for the Pavilion had now been received, which would enable the matter of the lease to be progressed. Some remedial work resulting from the last meeting had been carried out but other work had been curtailed because of the weather.
7.8 Members’ Individual Proposals or Reports:
a) Mayoral Activities: Cllr. Kraft reported on attendances at Over 60’s Christmas Lunch on Friday December 21; Carols on the Quay on 23 December; Children’s tea at the Methodist church on 3 January 2013 and Co-op tea at Stuart Pawsey Court on 9 January 2013. Total of 4 events.
b) Community Safety and Police Matters: No meeting had been held.
c) NAP report: No meeting this month.
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 one memorial had been approved since the last meeting. No burials had taken place.
8.2 NALC/EALC Communications. January Issues 799 – 800 of DIS and been emailed to all members. Making the Links communications and newsletters from both NALC and EALC were being emailed whenever available.
8.3 Work Management.
a) General: The Town Clerk reported that Xmas lights had been taken down and a start made on the JubileeGardens at the rear of the Council Offices. Contractors should be starting on the Wyvern room Roof at the end of January, weather permitting. The number of visitors to the Council Offices for the months of December totalled 130.
9. FINANCE.
9.1 Current Financial Report
a) The December spending and income report was received and noted.
b) 2013/14 Budget: A budget had been drawn up representing a precept of £217,458 to meet the estimated expenditure for the financial year 1 April 2013 to 31 March 2014.
RESOLVED therefore that the Town Council precept on the Colchester Borough Council for the sum of £217,458 to meet its estimated expenditure for the financial year 1 April 2013 to 31 March 2014.
Calculation of indicative Council Tax on the above divided by the equivalent number of Band D properties in Wivenhoe, now 2703.8 equalled a levy of £80.42 per Council Tax payer, representing an increase of £19.85 per household or .37p per week.
9.2 List of cheques numbered 503872 -503885 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. None.
10.2 Conferences/Seminars. None.
10.3 Notices.
Saturday 9 February – Mayoral Variety Show, William Loveless Hall
Saturday 2 March – Mayor’s Ball, William Loveless Hall.
10.4 Licences. None.
10.5 Highway Matters.
a) Temporary Prohibition of Traffic – Noted that Brook Street would be closed for five working days from 23 January for BT works.
10.6 Press Releases.
A newsletter would be prepared concerning the precept when confirmation had been received from CBC’s Finance and Scrutiny Panel meeting on 20 February 2013.
The meeting closed at 8.35pm.
CHAIRMAN
Medical Centre update
Press release from the Doctors
In response to a suggestion made by Councillor Lodge, recently reported in the press, that the Town Council/local people could look to raise funds to build a new surgery, the Practice has recently been in direct communication with Mr. Gooch to establish whether he would consider a disposal (leasehold or freehold) of sufficient land to be used solely for the development of a new Medical Centre.
Mr Gooch’s response was that, following the decision by Boots not to be involved with the scheme which caused the offer for the land to be withdrawn, he considers that the terms agreed in March 2010 would still be achievable should permission be granted for the development of 6 to 8 dwellings, thereby subsidising the financial shortfall. This would of course need approval from the people of Wivenhoe prior to approaching the Borough planning and highways authorities.
Mr. Gooch has also confirmed that there would be a minor repositioning of the access road to the site.
It does appear therefore that, without approval for a small number of residential units adjoining the surgery development, the project on the Fire Station Site is in jeopardy and the Town Council needs to consider whether to seek the opinion of residents regarding this small development in order that the Surgery can go ahead.
Zoë Cronin
12.3.13
Wivenhoe Lunch Club – help needed
Urgently Wanted
An enthusiastic volunteer or volunteers to co-ordinate Wivenhoe Lunch Club from April 2013.
Wivenhoe Lunch Club is an active and friendly club for local older people which meets at William Loveless Hall once a month on Thursdays to eat in and also eats out at local pubs and restaurants.
Please contact Lin Roberts on 01206 368420 or 01206 825410 for further information.
