MINUTES OF THE ORDINARY MEETING

MINUTES OF THE ORDINARY MEETING OF EPPING TOWN COUNCIL

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

ON TUESDAY, 5^TH JUNE 2007 AT 8.15PM

PRESENT Councillors: N. Hines (Town Mayor); Ms L. Clark, H. Pegrum, B. Murphy, Mrs J. Hedges, J. Lewis, Miss O.D. Dunseath, R. Macrae, J.A. Smith, K. Avey, Mrs M-L Whitbread and Miss M. Starling

OFFICERS Bob Whittome (Town Clerk)

Two members of the public were in attendance.

3 APOLOGIES FOR ABSENCE

There were no apologies for absence.

32. DECLARATION OF INTERESTS

No member declared an interest in any item of this agenda

33. CONFIRMATION OF MINUTES

The minutes of the Annual Meeting of the Town Council held on 15^th May 2007 were taken as read following which the Mayor adjourned the meeting to allow members of the public to address Council.

Mr Hall of 10 St John’s Road, Epping, requested Council to consider the changed parking arrangements in St John’s Road. He recognised that the Town Council is a consultee and when the forthcoming review is undertaken, requested Council to make representations to restore the single yellow line system to St John’s Road .

The Mayor reconvened the meeting and Council agreed to APPROVE the signing of the minutes by the Mayor as a correct record.

34. ELECTION OF DEPUTY MAYOR

Cllr Miss Dunseath proposed Cllr Mrs J. Hedges, and this nomination was seconded by Cllr J.A. Smith. Cllr Mrs M-L Whitbread proposed Cllr B. Murphy and this nomination was seconded by Cllr Miss M. Starling. Both nominated members addressed the Council briefly in relation in their capacity to serve as Deputy Town Mayor. On a vote, it was RESOLVED that Cllr B. Murphy will stand as Deputy Mayor for 2007/08.

35. COMMUNICATIONS

The Clerk advised Members of a letter of gratitude from the Epping Bowls Club for Council’s grant of £250: a letter of gratitude from Breathe Easy for a grant of £250. The Clerk advised Members of a letter from the Vice Chair of the Romany & Traveller Family History Society, in relation to an event at Epping Hall, thanking the Council for providing a very fine venue. The Clerk also advised Council of a letter of gratitude to Cllr Smith, as the Mayor for 2006/07, in relation to his support for the renovation of St John’s Church in Epping in the sum of £2,255.

36 TOWN MAYOR’S DUTIES

Council NOTED the duties of the Mayor since 15^th May 2007.

37. MEMBERS’ REPORTS

Cllr Ms L. Clark had nothing to report.

Cllr Mrs J. Hedges reported attendance at a meeting of the PCT on 5^th June.

Cllr Miss O.D. Dunseath reported attendance at a liaison meeting with the police.

Cllr R. Macrae reported attendance at a liaison meeting with the police.

Cllr J. Lewis had nothing to report.

Cllr H. Pegrum had nothing to report.

Cllr Miss M. Starling had nothing to report.

Cllr Mrs M-L Whitbread had nothing to report.

Cllr J.A. Smith had nothing to report.

Cllr K. Avey reported attendance at a liaison meeting with the police.

Cllr B. Murphy had nothing to report.

38. PLANNING & GENERAL PURPOSES COMMITTEE

Council NOTED the minutes of the Planning & General Purposes Committee held on 22^nd May 2007.

39. TOWN COUNCIL ARCHIVES WORKING PARTY

Council considered the need to sort out its written archived material, consisting of old files and documents so as to put them in good order. Council recognised its power under the Local Government Act 1972, Section 111, to carry out this work and RESOLVED to authorise the Clerk to seek the assistance of former councillors in examining archived files and appropriately disposing of files which are no longer of value or importance to Council.

40. FINANCIAL REPORTS

Council considered this matter under powers granted to Council by the Accounts & Audit Regulations 2003, Sections 4 and 5. Council NOTED that since the accounts for 06/07 have not yet been closed, and the reporting software cannot generate financial reports for the new year until this work is completed, no report has been prepared for presentation to this meeting. However, the Clerk advised Council that no extraordinary spending had yet been made.

41. EPPING HALL URGENT WORKS

Council recognised its responsibilities to maintain public halls under the Local Government Act 1972, Section 133. Council considered the uneven slabs and kerb edges at the entrance and around the forecourt of Epping Hall and the expenditure requirements of this maintenance work. Council also considered the matter of public parking in the forecourt to Epping Hall and the capacity for this matter to affect users of the Hall. Members considered the Hall’s automatic front doors which have recently failed and would require urgent repair.

Council resolved to APPROVE a supplementary estimate for the repairs of the Hall’s front doors and the maintenance of the slabs and kerbs at the entrance to Epping Hall in the sum of £3,600 at maximum. Council also directed the Clerk to bring forward a further item in respect of parking barriers to the front of the Hall looking at the cost of a preferred option of fixing removable bollards rather than a gate.

42 TOWN COUNCIL FILE STORAGE ARRANGEMENTS

The statutory basis of this item is the Local Government Act 1972, Section 111.

Council recognised that it held deeds and agreements as well as cemetery and financial records in hard copy format. The safe storage of such important information is clearly a weighty responsibility for Council and it was recognised that no practical method of transferring the information to electronic media was viable.

Council resolved to APPROVE a supplementary estimate in the sum of £2,000 at maximum for the purchase of a fire-proof storage container for the storage of cemetery records and deeds.

43. TOWN SHOW – UPDATE

The statutory basis of this item is the Local Government Act 1972, Section 145.

The Clerk provided a general update to Council on progress with arrangements for a Town Show on 16^th September 2007 at Stonards Hill. In particular, the Clerk advised Members that a Grant Application to the Lottery organisation had failed. This situation would mean, to run a successful show, the Town Council might have to provide a subsidy higher than the £5,000 contingency sum placed in the budget estimates for 07/08. Council considered this matter and RESOLVED that it was willing to continue with the project and would provide reasonable further funding as necessary. It was AGREED that the Clerk should have delegated authority to continue with the Town Show project and, if necessary, should consult with the Town Mayor, Cllr Nick Hines, for any specific matter of importance.

44. SWAINES GREEN UPDATE

The statutory basis for this matter is the Local Government Act 1972, Section 111.

The Clerk advised that little progress had been made in the purchase of the target land at Swaines Green and it now appeared that a private buyer would exchange contracts with the vendor within the next two weeks. Council RESOLVED that the contingency budget identified for the purchase of land at Swaines Green should not be used on a different project, but rather an attempt should be made to treat with the new owner in due course. A decision should be made in respect of the contingency budget after all avenues to obtain the freehold of the land have been exhausted.

45. GRANTS

a) Epping Cricket Club.

The statutory basis for this item is the Local Government Act 1972, Section 145. Council considered a Grant Application from the Epping Cricket Club and RESOLVED to provide a grant in the sum of £400.

b) St John’s Ambulance Service.

Council considered the work of the St John’s Ambulance Service and its application for financial support from Council. It was understood that St John’s, as well as providing specific cover for events for which it receives a fee, also provides general 999 cover when needed, as well as dealing with other responsibilities in relation to healthcare such as organ transfer.

Council RESOLVED that, in accordance with its powers under Section 137 and 139 of the Local Government Act 1972, it should incur the following expenditure which, in the opinion of the Council, is in the interest of the area and its inhabitants and will benefit them in a manner commensurate with the expenditure.

A grant of £200 be made to the St. John’s Ambulance Service.

46. REGULATORY REFORM (FIRE SAFETY) ORDER 2006 – TRAINING

The statutory basis of this item is the Regulatory Reform (Fire Safety) Order 2006.

Council CONSIDERED its responsibilities under the new Regulations and the significant further steps now required by Council. The Clerk advised Members that it is necessary for a responsible person to oversee the provisions of the new Regulations for Council and training is necessary for this role. Additionally, Fire Wardens will need training. The cost of training for the responsible officer is currently £1,600 with a three day course being stipulated. However, it is apparent that there may be other significant costs related to the Regulations, although the current budget for this financial year is not likely to be sufficient to provide for all the requirements of the new Regulations.

The Clerk has contacted EALC to request specific guidance to parish councils and for EALC to consider providing cost effective training as soon as possible. No suitable arrangements are yet in place, but a course is being investigated for early 2008.

Council resolved to APPROVE spending within existing budget arrangements so as to comply as far as possible with the Regulatory Reform (Fire Safety) Order 2006. Council also directed the Clerk to press EALC to issue specific guidance linked to cost effective training as soon as possible. Members delegated authority to the Clerk, acting in consultation with the Key Members for Public Halls and Finance, to spend additional sums up to a limit of £2,000 if necessary, so as to comply with the above Regulations and to report any expenditure under this delegation to Council as soon as practicable.

47. LETTER FROM CLLR BEN MURPHY TO THE GUARDIAN (PUBLISHED 24^TH MAY 2007) – STATEMENT OF BEN MURPHY

The statutory basis of this item is the Local Government Act 1986, Section 2.

Cllr Murphy read the following statement to Council:

Members will have noticed a letter published in the Epping Guardian newspaper on 24^th May 2007 responding to an earlier letter from Ian Anderson. Unfortunately, my letter was signed off in a manner which may have led an observer to believe I was speaking on behalf of Council. I now understand that I may not, as an individual member of Council, represent my personal view as the view of Council. I also appreciate that Council is prohibited by Act of Parliament from making, or assisting others to make, statements designed to affect support for political parties. Therefore, I wish to apologise to Council for any embarrassment I may have caused; and to make it absolutely clear that the views expressed in my letter to the Epping Guardian are completely my own views.

I have tried to remedy any confusion I may have created by writing a letter clarifying my position to the Guardian and my letter appeared in the Guardian of May 31^st. Because of the potential implication for Council I wish to propose for adoption the resolution which appears in the agenda (below).

Following this statement, Epping Town Council RESOLVED to make a formal record in the minutes of its proceedings that: the letter appearing in the Epping Guardian on 24^th May from Cllr Ben Murphy, does not express the opinion of Epping Town Council which has not authorised Cllr Murphy to make any statement on its behalf.

48. POSTAL SERVICES - BRITISH FORCES OVERSEAS

The statutory basis of this item is the Local Government Act 1972, Section 111.

Council considered a letter from Tewksbury Borough Council regarding postal services for British Forces and their families who are stationed overseas and it was RESOLVED that Epping Town Council will support the motion “This Council is aware of the situation in which British forces and their families who are stationed overseas cannot receive parcels free of charge as they could in 2003. This Council believes that the situation is both an appalling and disgraceful way to treat our dedicated and hardworking troops and their families given the hardships that they face in the world’s hot-spots and war zones and therefore asks that the Government reinstates this service as a matter of urgency.” The Clerk was directed to send a letter to the Government, Secretary of Defence, advising him of this resolution.

49. REPRESENTATION OF EPPING TOWN COUNCIL ON EPPING TOWN CENTRE PARTNERSHIP

The statutory basis of this item is the Local Government Act 1972, Section 111.

Council considered concerns that the Town Centre Partnership appears to lack a clear remit and constitution or terms of reference and that much of the current membership have little or no relationship with Epping’s Town Centre or High Street.

Council RESOLVED to direct the Clerk to write to the District Council requesting clarification of the aims, objectives and target membership of the Town Centre Partnership.

50. COUNCILLOR TRAINING

The statutory basis of this item is the Local Government Act 1972, Section 111.

Council considered the training required for its Members and noted that a budget of £500 (five hundred pounds) is provided for this purpose. It was RESOLVED that information in respect of EALC courses should be distributed to all Members and all Members should be encouraged to do at least an introductory course on Becoming a Councillor. It was further RESOLVED that the Clerk should, where requested, give individual or group training to Members for specific issues and also arrange a tour of all Council facilities for Members of Council at a time convenient to the majority of Members.

51. FARMERS’ MARKET

The statutory basis for this item is the Epping Market Charter (originally granted in 1253)

Council considered a request from a market operator to run a Farmers’ Market in Epping on the first Friday of each month.

Council RESOLVED to authorise the Clerk to trial a Farmers’ Market on the first Friday in each month on a cost neutral basis. The Clerk was given delegated authority, in consultation with the Market Key Member, to make whatever detailed arrangements were most practical and to provide for a review of the financial arrangements after a reasonable trial period.

52 INDEPENDENT PLAY AREA INSPECTIONS

The statutory basis of this item is the Local Government Act 1972, Section 111: Public Health Act 1875, Section 164 (Local government Act 1972, Schedule 14, para. 7): Public Health Acts Amendment Act 1890, Section 44: Open Spaces Act 1906, Sections 9 and 10.

Council considered the ROSPA Inspection Report on Play Areas and NOTED that some of the faults noted are due to the age of the equipment and would be dealt with during the course of routine maintenance. However, some items are shown as faulty as they were designed and installed under older standards than those used for the inspection. Since the current safety standards used for the inspection do not apply retrospectively, it is only necessary to carry out modifications if a high risk of injury is noted or the works required are minimal. The Clerk also highlighted to Members the unsatisfactory nature of some of the reports, notably in respect of swing chains, where a generic comment was used rather than a statement reflecting the actual condition of the items of equipment being inspected and this matter will be taken up with ROSPA in due course.

Council resolved to note the Independent Play Area Inspection and also to note the remedial works outlined. Council directed the Clerk to bring forward an agenda item on Play Areas in August which would have the purpose of specifically looking at a strategic approach to replacing equipment in play areas.

53. GRAFFITI REMOVAL

The statutory basis of this item is the Local Government Act 1972, Section 111.

Council considered the letter from the District Council consulting on a withdrawal from the District Council’s Graffiti Removal Team. Council RESOLVED to direct the Clerk to protest at the loss of this essential service in the district and to request the District Council to continue its budget provision in this area.

54. BUS INFORMATION

The statutory basis of this item is the Local Government Act 1972, Section 111.

Council considered information provided by Cllr Smith on changes to bus timetables and RESOLVED that this information should be noted.

55. ACCOUNTS FOR PAYMENT

The statutory basis of this item is the Accounts & Audit Regulations 2003as 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 35 of the Minute book 2007/08.

56. EXCLUSION OF THE PRESS AND PUBLIC

The statutory basis of 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 that publicity would be prejudicial to the public interest by reason of the confidential nature of the business to be discussed.

57. PARKING ARRANGEMENTS FOR COUNCIL OWNED LAND

The statutory basis of this item is the Local Government (Miscellaneous Provisions) Act 1976, Section 19 and Road Traffic Regulations Act 1984, Sections 32, 35, 57 to 60).

Council considered the necessity to review arrangements for parking on Council owned land in view of the implementation and enforcement of new parking schemes by the District and County Councils. In particular, the Stonards Hill recreation ground car park is attracting a large number of commuters and District Council staff which monopolise the entire site preventing recreation ground users from parking and, at times, grid locking the whole car park. This development has resulted in a large number of complaints and the need for an improvement in the situation is now urgent.

Council RESOLVED to delegate authority to the Clerk, acting in consultation with the Key Members for Recreation Grounds and Finance, to further investigate the options for resolving problems caused by commuter parking at Stonards Hill and putting any feasible interim arrangements in place which may be practical and not incur significant expenditure. The Clerk is also directed to bring forward a further report as soon as practical on the matter.

58. CEMETERY – ARRANGEMENTS FOR RETROSPECTIVE PURCHASE OF A GRAVE.

The statutory basis of this item is the Local Government Act 1972, Section 214.

Council considered the issue of retrospective purchase of Exclusive Rights for a grave in which burials took place in 1977.

Council RESOLVED that the charge for this retrospective purchase should be the current charge for a new grave of £465.

59. TOWN MAYOR’S DUTIES

Cllr Hines clarified limitations, resulting from health problems, which would affect his ability to carry out public duties as Town Mayor. Council NOTED the situation and was happy for Cllr Hines to continue with his Mayoral Duties and for him to call on the Deputy Mayor as necessary. Other Members would provide assistance if required.

Council also considered the growth of the role of charity fund raising during the recent decade. Council RESOLVED that the following declaration should be made in regard to this matter.

The Epping Town Mayor’s role as charity fundraiser had always been additional to the duties of the Town Mayor as Chairman of the Council and it should not be regarded as imperative that any Mayor should take up the charity fund raising role during his/her year of office. The ability of Mayors to directly raise funds for charity will vary and Council do not wish to inhibit capable Members from coming forward for the office of Mayor by placing too strong a focus on charity fund raising activities.