MINUTES OF THE ORDINARY MEETING OF EPPING TOWN COUNCIL

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

ON TUESDAY, 12th FEBRUARY 2008  AT 8.15PM

 

 

PRESENT       N. Hines (Town Mayor), B.D. Murphy (Deputy Town Mayor), H Pegrum, J.A. Smith, R. Macrae,   Miss M. Starling and Mrs M-L Whitbread.

 

OFFICER        Bob Whittome (Town Clerk)

 

One member of the public was present.

 

370.     APOLOGIES FOR ABSENCE

 

Apologies for absence were received from Councillor Avey by reason of holiday; Councillor Mrs Hedges by reason of family commitments; Councillor Miss Dunseath by reason of ill health and Councillor Mrs Clark by reason of ill-health.

 

371.     DECLARATION OF INTERESTS

 

Councillor Murphy declared a non-prejudicial interest in the St Clare Hospice item, one of the Key Members Reports.

 

372.     CONFIRMATION OF MINUTES

 

Council RESOLVED to approve the minutes of the meeting held on Tuesday, 15th January 2008.

 

373.     COMMUNICATIONS

 

The Clerk advised Members of receipt of a letter of thanks from the Citizens Advice Bureau expressing gratitude for Council’s grant.

 

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

 

(At this point the Deputy Town Mayor took the Chair for a brief period during the temporary absence of the Mayor)

 

After noting the Deputy Town Mayor’s non-attendance at the Epping Forest Band’s President’s Concert on 9th February, Council NOTED the duties of the Mayor and Deputy Town Mayor since 16th January 2008. 

 

375.      MEMBER’S REPORTS

 

Councillor J.A. Smith reported attendance at the Epping Forest District Council Chairman’s Quiz Night for charity and also at Epping Forest Band’s President’s Concert on 9th February.

 

No other member had any matter to report.

 

376.      COUNCILLORS QUESTIONS

 

(At this point the Mayor returned to the chamber and resumed the Chair).

 

Councillor Macrae requested information in respect of the parking review arrangements. The Clerk advised members that comparatively little concrete information had emerged in respect of the review.  However, rumour suggested that the review process had started.  Councillor Murphy advised members that he believed the parking review would be held in private session and based on telephone and written feedback.

           

377.     PLANNING & GENERAL PURPOSES COMMITTEE

 

Members agreed to NOTE the minutes of the Planning & General Purposes Committees held on 29th January 2008 and 15th January 2008.

 

378.     GRANTS – ST CLARE HOSPICE – PROVISION OF CHAPLAIN

 

Council NOTED that it does not have an explicit power to provide health care arrangements, therefore the statutory basis of this item is Local Government Act 1972, Section 137.

 

Members considered the request for grant funding, however, members were concerned about the role of a chaplain in respect of other denominations.  Members understood that a variety of clergy from different denominations gave of their time freely and it was not clear what role the chaplain would fulfil in this regard.  Council directed the Clerk to make enquiries in respect of this matter and to bring forward another item to Council if appropriate.

 

379.     EPPING TOWN CENTRE

 

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

           

Members considered this standing item on the agenda and NOTED that no new matters had arisen in respect of the High Street at this time.

 

380.     FINANCIAL REPORT TO 5th FEBRUARY 2008

 

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

 

Council considered the detail of the financial report as above.  The Clerk advised members that although the cemetery income is significantly lower during this financial year, overall the income levels for Council’s services were in line with the budget predictions.  The expenditure overall thus far this year is slightly lower and therefore the current position is satisfactory.  Members NOTED  the financial report.

 

381.     PUBLIC TRANSPORT INFORMATION

 

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

 

Council NOTED the public transport information as presented.

 

382.     APPOINTMENT OF EXTERNAL AUDITOR

 

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

 

Council NOTED the contents of the letter from the Audit Commission in respect of the appointment of a new external auditor.

 

383      WORKING PARTY REPORT – PLAY AREA, STONARDS HILL

 

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

 

Members NOTED a brief report from Councillor Macrae on behalf of the working party which outlined the work done on this project so far.  A rough design was circulated to members.  Arrangements for necessary consultation, grant application and tendering were discussed and it was recognised that any scheme may require an adjustment in the size of the play area.

 

Council RESOLVED to delegate authority to the Clerk, acting in consultation with the working party members to draw up a consultation paper and to arrange for its widest possible distribution including to all Council Members.  The consultation period should be completed prior to the March ordinary meeting.  The Clerk was also directed to bring forward at the March meeting a project plan setting out the steps to progress the scheme in laying out a system of delegation to move matters forward.  The Clerk was also requested to contact Theydon Bois Parish Council prior to the March meeting to determine the arrangements at Theydon which had led to safety surfacing over the whole of their play area.

 

Council also briefly discussed the possibility of CCTV camera at the play area but agreed to defer further consideration of this matter to a future meeting.

 

384.     REPORT OF THE NATIONAL ASSOCIATION OF LOCAL COUNCILS CHAIRMAN

 

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

 

Council NOTED the report of the Chairman of the National Association of Local Councils.

 

385.     APOLOGIES FOR ABSENCE – NEW GUIDANCE FOR MEMBERS

 

Council NOTED the statutory basis for this item is the Local Government Act, Section 85 and Schedule 12, paragraph 40.

 

Council considered guidance in respect of apologies for absence from the National Association of Local Councils.  Members NOTED that Council cannot maintain its quality status unless individual members submit apologies for all absences (if necessary retrospectively).

 

Members also noted that a Council cannot approve a reason for absence if no reason is given, therefore, to simply record in the minutes of a meeting that a councillor was absent does not amount to approval.  Council RESOLVED to adopt a practice whereby councillors will always give a reason when absent from a meeting.  The minutes of a meeting will record both the reason and whether or not the Council approves the absence of that member.

 

386.     PRESS POLICY

 

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

 

Council considered the position in relation to its dealing with the press in the light of Council’s need to act as a corporate body.  It was recognised that individual members are not authorised to make decisions or statements on behalf of the whole Council.  Each member has a responsibility to ensure that personal statements do not misrepresent the view of Council and statements which appear to have been made on behalf of Council are neither inaccurate or libellous. 

 

Members recognised that individual councillors have always been free to make statements to the press as long as its clear that such statements are the views of individual members and they are not speaking on behalf of Council.

 

Council RESOLVED to adopt the following policy:  When a member of Council wishes to provide written material for the press on behalf of Council, such material should be submitted through the Clerk who has delegated authority to ensure that statements accurately reflect the stated view of Council.  When a Member receives a request for a comment by the press, he/she must make it clear whether they are speaking on behalf of Council and if so, ensure that any comment accurately reflects a stated decision of Council and is not defamatory (if necessary, taking advice from the office).

 

387      ACCOUNTS FOR PAYMENT

 

Council NOTED the statutory basis for 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 213 of the minute book 2007/08.

 

388      EXCLUSION OF THE PRESS AND PUBLIC

 

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

 

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.

 

389      REVIEW OF STAFF SALARIES

 

Council NOTED the statutory basis of this item is the Local Government Act 1972, section 112.

 

Members NOTED their responsibility to review the current staff salary arrangements on an annual basis and Council considered a schedule of grades and payments to staff which also detailed, in accompanying notes, local practices.  Council RESOLVED to note and approve the payroll arrangements as presented.

 

390.     FOOTBALL PITCH MAINTENANCE & UTILISATION

 

Council NOTED the statutory basis of this item is Local Government (Miscellaneous Provisions) Act 1976, Section 19, and the Public Health Act 1961, Section 54.

 

Council considered the overuse of football pitches in Epping at Stonards Hill in relation to recent legal advice.  Council NOTED the position in regard to the football pitches under its control.

 

391.     MARKET GARAGE LEASE RENT REVIEW

 

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

 

Council noted the proposed rent in respect of its lease of the market store and RESOLVED to instruct the Clerk, in consultation with the Key Members for Markets and Finance, to seek assistance from a professional valuer in negotiating a revised rent.