MINUTES OF THE ORDINARY MEETING OF EPPING TOWN COUNCIL

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

ON TUESDAY, 11TH MARCH  2008  AT 8.15PM

 

 

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

 

OFFICERS      Bob Whittome (Town Clerk)

 

One member of the public was present.

 

 

415.    APOLOGIES FOR ABSENCE

 

No apologies were received.

 

416.     DECLARATION OF INTERESTS

 

No Member declared an interest in any matter of this agenda.

 

417.     CONFIRMATION OF MINUTES

 

Council RESOLVED to approve the Minutes of the Meeting held on Tuesday, 12th February 2008.

 

418.     COMMUNICATIONS

 

Cllr Hines, as Town Mayor and Chairman, advised Council that he had received a letter of resignation from Cllr Mrs L Clark and this matter will be dealt with elsewhere within the meeting’s agenda.

 

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

 

Council NOTED the duties of the Town Mayor and Deputy Town Mayor since 26th February 2008.  Council also discussed the generally elderly profile of the Mayor’s ‘At Home’.  The Deputy Mayor stated that he would take this matter into consideration and try to obtain a slightly better balance in determining arrangements for the 2008 event.

 

420.     MEMBER’S REPORTS

 

Cllr Avey reported attendance at the Town Meeting and also to present a Civic Award to Fat Face in the High Street.

 

Cllr Smith reported attendance at the Mayor’s ‘At Home’ and the Annual Town Meeting.

 

Cllr Mrs Janet Hedges reported attendance at the Mayor’s ‘At Home’, the Annual Town Meeting and a meeting of the Citizens Advice Bureau, where thanks were given for the Town Council’s further £400 grant.

 

Cllr Miss Dunseath expressed sadness at not attending the Mayor’s ‘At Home’ due to hospitalisation, but was happy to report attendance at the Annual Town Meeting. 

 

Cllr Macrae reported attendance at the Annual Town Meeting.

 

Cllr Mrs M-L Whitbread reported attendance at the Mayor’s ‘At Home’, the Annual Town Meeting, and also in respect of a conversation with the district museum which have now agreed to assist in the provision of a suitable display to go with the Churchill Plaque as soon as it is possible to move that project forward.

 

Cllr Lewis reported attendance at the Annual Town Meeting.

 

Cllr Pegrum had nothing to report.

 

421.    PLANNING & GENERAL PURPOSES COMMITTEE

 

Members agreed to NOTE the minutes of the Planning & General Purposes Committees held on 26th February and 12th February 2008.

 

422.     GRANTS – ST CLARE HOSPICE – EMPLOYMENT OF CHAPLAIN

 

Council NOTED that there is no explicit power for Council to provide healthcare arrangements.  Therefore, the statutory basis of this item is the Local Government Act 1972, Section 137.

 

Members considered a grant funding request in the sum of £200 which was deferred from the last meeting of Council pending further information.  The Clerk advised Members that the Hospice requires a chaplain to organise pastoral activities which are seen to be fundamental to the hospice function.  The larger denominations’ clergy receive specific training in this professional work which includes co-ordinating, on behalf of hospice patients, the pastoral activities of other denominations (as well as the services of humanist and other non-denominational organisations).

 

Following a brief discussion, Council resolved to APPROVE a grant of £200 for the provision of a chaplain at St Clare Hospice. Members considered that the benefit to local residents was commensurate with the cost of this grant. Therefore this expenditure complies with the requirements of Section 137 of the Local Government Act 1972.

 

423.     CORPORATE GOVERNANCE ADVISORY COMMITTEE

 

Committee NOTED the statutory basis of this item is the Local Government Act 1972, Section 111, and the specific power relating to the recommendations is Accounts & Audit Regulations 2003, Section 6, as amended by the Accounts & Audit (Amendment) (England) Regulations 2006 and the Accounts & Audit Regulations 2003, Sections 4 & 5, as amended by the Accounts & Audit (Amendment) (England) Regulations 2006.

 

INTERNAL AUDIT REPORTS

           

The responses to the auditors report approved by Council were;

 

R1       A trial balance will be retained in the reconciliation file to correspond with reconciliation.

R2:      Documentation respecting this transaction will be provided for the auditor at his next visit.

R3:      This payroll error has now been rectified. Counter checking of salary payment changes will be undertaken.

R4:      This recommendation relates to the above matter and details and method of dealing with the error.

 

BUDGET ESTIMATE - REVIEW & TIMING OF PROCESS

 

At the October ordinary Council meeting, first draft budget figures for following year (including projected out-turn figures for the current year) will be presented.  The Clerk will advise all Members prior to that Council meeting that Members should be prepared to hold as full a discussion of the aims and objectives of the following year as possible to ensure all necessary matters are given a thorough airing and taken into account.  If Members decide at this meeting that further time is necessary for discussion, an extraordinary meeting will be arranged for the earliest possible time following the ordinary meeting.  The minutes of this budget discussion must be formally agreed in detail at the time of the meeting to enable the Clerk to prepare a second draft which accords with Council wishes.

 

The second draft estimates will be put before Members at the November ordinary meeting and must be approved or amended in detail at that meeting with a formal minute agreed at the end of the discussion and prior to the closure of the meeting.  The Clerk will prepare a final draft of the budget estimates and the precept demand for the January ordinary meeting.  In ordinary circumstances the policy must be to approve the final draft as presented.  In the case of any extraordinary circumstance, the Clerk will liaise with the Key Member for Finance and the Mayor and, if necessary, arrange for an extraordinary meeting of Council prior to the January ordinary meeting.

 

Council RESOLVED to adopt the recommendations as above and in respect of the budget estimate, review and timing of process, to adopt the recommendation as formal council policy.

 

424.      ST GEORGE’S DAY

 

Council NOTED the statutory basis of this item is the Local government Act 1972, Section 145.

 

Council considered a request to mark St George’s Day and, following a brief discussion, it was resolved that in addition to flying the St George’s flag at Epping Hall, Council would draw up a letter inviting town centre businesses to participate in the decoration of their business premises for St George’s Day. This letter will be delivered to all town centre business by Cllr Mrs M-L Whitbread.  Suitable certificates will be drawn up to recognise the best displays and the judges of this event will be the Mayor, the Deputy Mayor and Cllr Mrs M-L Whitbread

 

425.      RECREATION GROUNDS – VANDAL DAMAGE & RELATED ISSUES

 

Council NOTED the statutory basis of this item is Local Government (Miscellaneous Provisions) Act 1976, Section 19.

 

Council considered a brief report of the Clerk in respect of vandal damage and anti social behaviour at its recreation grounds and play areas.  The report also outlined the measures currently being taken to alleviate these problems.  After a discussion on the possible benefits of lighting certain areas, Council resolved to write to St John’s School outlining the problems being encountered, particularly at Lower Swaines, and requesting assistance. 

 

426.      STOP STANSTED EXPANSION

 

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

 

Council considered a request from the Stop Stansted Expansion lobby group to address Council.  It was RESOLVED that an invitation should be extended to the Stop Stansted group to address Members at a Planning & General Purposes Committee meeting.

 

427.     REMUNERATION SCHEME AMENDMENTS – RESPONSE OF THE DISTRICT’S PARISH REMUNERATION PANEL

 

Council NOTED the statutory basis of this item is the Local Authorities (Members Allowances) (England) Regulations2003.

 

Council considered the report of the district’s Parish Remuneration Panel which supports the amendments put forward by Council to the scheme (minute 311/07-08 refers).  Council resolved to adopt the revised remuneration scheme with effect from 1st April 2008 and the Clerk was authorised to publicise this matter in the prescribed form.

 

428.      RESIGNATION OF CLLR MRS L CLARK – DECLARATION OF VACANCY

 

Council NOTED the statutory basis of this item is the Local Government Act 1972, Sections 86, 87 and 232.

 

Council noted that a letter of resignation had been received by the Mayor from former councillor Mrs L Clark.  After a brief discussion, Council resolved to NOTE the letter of resignation from former councillor Mrs L Clark and to declare a vacancy.  Council also directed the Clerk to advise the district council’s returning officer of the vacancy and to take all other steps to comply with the statutory requirements in this matter.

 

429.      EPPING TOWN CENTRE

 

Council NOTED the statutory basis of this item is the Local Government Act 1972, Section 111 and Epping’s Market Charter originally granted in 1253.

 

The Clerk advised Members of a recent meeting with officers of the county council’s highways department, as well as the officer responsible for the High Street at the district council.  Arrangements were approved which will help to bring about better dialogue both at officer and at member level between the three councils.

           

The Clerk advised Council that a meeting on 13th March would address the issue of litter on the town greens.  Cllr Norman Hume, the portfolio holder for highways at Essex County Council had agreed to attend Council’s meeting of 8th April and address Members in respect of highways issues, which had previously been notified to Cllr Hume.   Council NOTED the brief report of the Clerk.

 

430.     FINANCIAL REPORT TO 3RD MARCH 2008

 

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

 

Council NOTED the Financial Report .

 

431.     PLAY AREA, STONARDS HILL

 

Council NOTED the statutory basis of this item is the Local Government (Miscellaneous Provisions) Act 1976, Section 19.

 

Council considered a brief report of the Clerk in relation to the project to upgrade play equipment at Stonards Hill and a draft programme for moving this project forward. 

 

Council RESOLVED to approve this scheme in principal and directed the Clerk acting in consultation with the action group of three members (Cllr Mrs J Hedges as Key Member, Recreation Grounds, R Macrae and H Pegrum), to generate grant applications and tender arrangements.  If the outcomes to these processes are within budget and no new factors emerge in this process, Council RESOLVED to delegate authority to the Clerk (in consultation with the working party members) to arrange for the installation of equipment at Stonards Hill play area.

 

432.      PUBLIC TRANSPORT INFORMATION – BUS TIMETABLES

 

Council NOTED the statutory basis of this item is the Local Government & Rating Act 1997, Section 29.

 

Council NOTED that the next edition of the West & North West Essex Bus Timetables is planned for publication in April 2008.

 

433.      FIRE REGULATORY REFORM ORDER – APPOINTMENT OF RESPONSIBLE PERSON

 

Council NOTED the statutory basis of this item is the Regulatory Reform (Fire Safety) Order 2005.

 

Council reviewed the current position in relation to this legislation and noted that some work has been done to implement a new regime.  The Clerk has now been on the two day training course and has sufficient information to take up the role of responsible person.  The Clerk explained that compliance with this legislation is mandatory and non-compliance is a potential criminal offence.  Further recommendations may be expected to follow as the legislation is progressively implemented.  However, it is a key necessity to appoint a responsible person in relation to the legislation. 

 

Council therefore RESOLVED to appoint the Clerk to serve as the responsible person for the purposes of the Regulatory Reform (Fire Safety) Order 2005; and delegated authority to the Clerk to carry out activities and make expenditures within current standing and emergency expenditure arrangements, so as to comply with all aspects of the regulations as soon as practical.

 

434.      ACCOUNTS FOR PAYMENT

 

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

 

Council RESOLVED to approve payment of the accounts as set out in the cheque list on page 235 of the Minute Book 2007/08.

 

435      EXCLUSION OF THE PRESS AND PUBLIC

 

Council NOTED the statutory basis of this item is Public Bodies (Admission to Meetings) Act 1960.

 

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.

 

436      BUS SHELTERS – TENDER ARRANGEMENTS

 

Council NOTED the statutory basis of this item is the Local Government (Miscellaneous Provisions) Act 1953, Sections 4.

 

Council NOTED a brief report of the Clerk which detailed the arrangements in place for the acquisition and installation of two replacement bus shelters in the High Street. Council resolved to NOTE the report of the Clerk and to carry £5,000, earmarked for bus shelter maintenance in 07/08, over to the 08/09 financial year to provide a small additional capital fund for the acquisition of new bus shelters in the 08/09 financial year.