MINUTES OF THE ORDINARY MEETING OF EPPING TOWN COUNCIL

HELD IN THE CONFERENCE ROOM, EPPING HALL, ST JOHN’S ROAD, EPPING, 

ON TUESDAY, 3RD JULY  2007  AT 8.15PM

 

 

PRESENT      Councillors: B.J. Murphy (Deputy Town Mayor); H. Pegrum, Mrs J. Hedges, J. Lewis,

                          Miss O.D. Dunseath, R. Macrae, J.A. Smith, K. Avey, Mrs M-L Whitbread and Miss M. Starling

 

OFFICER        Bob Whittome (Town Clerk)

 

 

75.       APOLOGIES FOR ABSENCE

 

Apologies were received from Councillors N. Hines and Mrs L. Clark.  Councillor H. Pegrum apologised for his late arrival..

 

76.       DECLARATION OF INTERESTS

 

No Member declared an interest in any item on this agenda.

 

77.       CONFIRMATION OF MINUTES

 

Minutes of the ordinary meeting held on 5th June 2007 were taken as read and Council agreed to APPROVE the signing of the minutes by the Mayor as a correct record.

 

78.       TOWN MAYOR’S & DEPUTY TOWN MAYOR’S DUTIES

 

Council NOTED the duties of the Town Mayor and Deputy Town Mayor since 6th June 2007.

 

79.        MEMBER’S REPORTS

 

Councillor Miss O.D. Dunseath reported attendance at the AGM of the Horticultural Society; ETOPWA Strawberry Tea and St Margaret’s Hospital Open Day.

 

Councillor R. Macrae had nothing to report.

 

Councillor Miss M. Starling had nothing to report.

 

Councillor J. Lewis had nothing to report.

 

Councillor Mrs M-L Whitbread submitted copy letters and press items relating to her interest in restoring the plaque on the Co-op shop commemorating Winston Churchill’s association with the Town.  Cllr Mrs Whitbread advised Members that she would pass over the material and information to the Clerk and liaise with the Clerk in drawing up an item for Council’s attention as soon as possible.

 

Councillor J.A. Smith reported attendance at Woodland Burial; a meeting of the Theydon Trust and at the funeral of George Lilly, a former Deputy Town Clerk, which was held at St John’s Church.  Cllr Smith also reported attendance at the Citizens Advice Bureau Annual General Meeting.

 

Councillor K. Avey reported attendance at a meeting of Theydon Trust and also attendance at the Plans East Sub Committee.

 

80.       PLANNING & GENERAL PURPOSES COMMITTEE

 

Council NOTED the minutes of the Planning & General Purposes Committee held on 19th June and 5th June 2007.

 

81.       ESSEX COUNTY COUNCIL’S LOCALISM AGENDA – PILOT SCHEMES

 

Council NOTED the statutory basis for this item is the Local Government Act 1972, Section 111.

 

Council considered a request from the County Council to engage in a pilot scheme of greater joint working.  Members NOTED that the proposals may encompass more influence for parishes on how services are run or even the complete delegation of services to parishes if this route can be shown to add value to services.  Any schemes brought forward for pilot treatment would hinge on parishes being able to prove they have the capacity to engage with the local population and projects will need to show a broad local support and a willingness for financial support. 

 

Council RESOLVED to put forward the redevelopment and improvement of the market area as a pilot scheme and authorise the Clerk to make whatever arrangements were appropriate to bring forward this matter and to report in due course on the issue.

 

82.       APPROVAL OF ACCOUNTS, ANNUAL RETURN, STATEMENT OF INTERNAL CONTROL AND SUPPORTING DOCUMENTS 2006/2007

 

Council NOTED the statutory basis for this item is the Accounts & Audit Regulations 2003, Section 10 as amended.

 

Members considered the documents relating to the accounts for 2006/2007.  The Clerk advised Members of a new responsibility to review its independent internal audit arrangements on an annual basis and to minute the outcome of the review. It was recognised that guidance on the review process was not received until May 2007 and, as a result, Council did not comply with the requirement for 2006/2007.  The Clerk advised members that this omission will probably result in a qualification in the External Auditor’s opinion. However, it is likely to be a problem for many, if not all, town and parish councils this year.

 

Council RESOLVED to approve the accounts, annual return, statement of internal control and supporting documents 2006/2007 and to authorise the Mayor to sign these documents.  Council also RESOLVED to delegate the responsibility of an annual review of internal controls to the Corporate Governance Advisory Committee which will report on completion of the review to Council and bring any recommendations for improvement forward for Council’s decision.

 

83.       CITIZEN OF THE YEAR PROPOSAL

 

Council NOTED the statutory basis for this item is Local Government Act 1972, Section 111 although, there is no statutory power for Council in a general way to materially reward an individual.  However, the Town Mayor may use a part of his allowance to provide the small funding requirement needed to put the scheme proposed into effect.

 

Council considered establishing an annual Citizen of the Year scheme to recognise the achievements and dedication of those who work voluntarily for the benefit of people living in Epping and Coopersale.

 

Council RESOLVED that a Citizen of the Year Award scheme should be implemented and that the cost of the scheme shall not exceed £50 with the expenditure being met from the town Mayor’s allowance.  Council further RESOLVED to delegate the detail of the scheme to a Working group to comprise Cllrs. J.A. Smith, Mrs J. Hedges, B.J. Murphy and Mrs. M-L Whitbread.

 

84.       TOWN SHOW

 

Council NOTED that the statutory basis for this item is the Local Government Act 1972, Section 145. 

 

The Clerk presented a written summary of progress so far with the arrangements for the Town Show.  Members recognised that the show this year would be a pilot and would enable Council to determine if it was practical to run a show at reasonable cost every year.  Members were happy with the general progress and arrangements and NOTED the current position.

 

85.       SWAINES GREEN

 

Council NOTED the statutory basis for this item is the Local Government Act 1972, Section 111. 

 

The Clerk advised Members that the conveyance of the land to its new owner was not yet complete, but that arrangements were in hand to approach the new owner following completion.  Members noted the current position in respect of this matter and RESOLVED to retain the financial capacity to purchase the land should it be available.

 

86.       BUDGET MONITORING STATEMENT TO 21ST JUNE 2007

 

Council NOTED the statutory basis for this item is the Accounts & Audit Regulations 2003, Section 4 and 5.

 

Council reviewed the Budget Monitoring Statement and RESOLVED that no action was required in respect of this matter.

 

87.       MARKET LAYOUT

 

Council NOTED the statutory basis for this item is the Epping Market Charter originally granted in 1253.

 

Council reviewed various items of correspondence and plans relating to proposed works in Epping’s High Street market area.

 

Council RESOLVED to direct the Clerk to put forward the market area alterations for a pilot scheme of cooperation with the County Council (and if possible with the District Council) and if this arrangement is approved, the Clerk, acting in consultation with the Key Member for the Market, is authorised to arrange appropriate consultation arrangements.

 

88.       MAYOR’S AT HOME – ARRANGEMENTS

 

Council NOTED the statutory basis for this item is the Local Government Act 1972, Section 111. 

 

The Clerk advised Members that the proposed date for the next Mayor’s At Home and the date for the Annual Town Meeting had been brought forward so as to avoid a conflict with new financial year-end arrangements.

 

Council RESOLVED to delegate authority to the Clerk to arrange the Mayor’s At Home for Sunday, 24th February 2008 in accord with previous year’s arrangements.

 

89.       ANNUAL TOWN MEETING – ARRANGEMENTS

 

Council NOTED the statutory basis for this item is the Local Government Act 1972, Schedule 12, Paragraph 14 (1).

 

Council RESOLVED to arrange the Annual Town Meeting for Friday, 7th March 2008.

 

90.       PLAY AREAS – REVIEW OF CAPITAL SPENDING PLANS

 

Council NOTED the statutory basis for this item is the Local Government Act 1972, Section 111. 

 

Council considered the capital spending plans in relation to its need to refurbish some of the play areas.  Members recognised that capital spending must be kept on hold until the outcome of the Swaines Green arrangements is clear.

 

Council RESOLVED to delegate to the Clerk, acting in consultation with the Key Member for Recreation Grounds, responsibility to bring forward a scheme of improvements to the play areas and to place such a scheme before Council at the earliest opportunity.

 

 

91.       EPPING CRICKET CLUB – PROVISION OF SPECIALISED ASSISTANCE WITH DRAINAGE

           

Council NOTED the statutory basis for this item is the Local Government Act 1972, Section 145. 

 

Council considered correspondence from the Epping Cricket Club requesting technical assistance with the drainage of its outfield. 

 

Council RESOLVED (as a one off arrangement) to carry out vertidrain treatment to Epping’s Cricket Club ground at a convenient time during autumn 2007.

 

92.       ACCOUNTS FOR PAYMENT

 

Council NOTED the statutory basis for this item is the Accounts & Audit Regulations 2003, as amended by the Accounts & Audit (Amendment) (England) Regulations 2006, Sections 4 and 5..          

 

Council RESOLVED to approve payment of the accounts as set out in the cheque list on page 59 of the Minute Book 2007-08.

 

93.       EXCLUSION OF THE PRESS AND PUBLIC

 

Council NOTED that the statutory basis for this item is the Public Bodies (Admission to Meetings) Act 1960 and the Local Government Act 1972, Sections 100 and 103.

 

Council RESOLVED that the press and public be excluded, the Council believing the publicity would be prejudicial to the public interest by reason of the confidential nature of the business to be discussed.

 

94.       BUCKINGHAM PALACE GARDEN PARTY

 

Council NOTED the statutory basis for this item is the Local Government Act 1972, Section 111. 

           

Council RESOLVED to defer consideration of this item to the next ordinary meeting of Council.

 

95.       STAFF – RECOGNITION OF LONG SERVICE

 

Council NOTED the statutory basis for this item is the Local Government Act 1972, Section 112 (2). 

 

Council considered the long service of a member of its staff and noted that under the Local Government Act 1972, Section 112, Subsection 2, Council may pay its staff on such reasonable terms and conditions, including conditions as to remuneration, as the authority appointing him or her thinks fit.  In practice, and to ensure reasonable compliance with employment law, Council has previously resolved to adopt the National Joint Council (Green Book) conditions for its staff as advised by NALC.

 

Council noted that the Green Book and NALC arrangements for staff do not include arrangements to govern long service awards and such matters are usually dealt with on a local basis.  The Clerk advised Members as to the arrangements for Epping Forest District Council and also advised Members that the contingency arrangements in the salary budgets would be sufficient to enable a similar arrangement to be adopted by the Town Council.

 

Council RESOLVED to send a note of gratitude to a member of its staff for 28 loyal years of service to Council and additionally, the Clerk was instructed to provide a suitable gift to the sum of £250 and to organise a simple reception to staff and Members and appropriate other guests for the presentation of Council’s gift.