MINUTES OF THE ORDINARY MEETING OF EPPING TOWN COUNCIL

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

ON TUESDAY, 15TH JANUARY 2008  AT 8.15PM

 

 

PRESENT       N. Hines (Town Mayor), B.D. Murphy (Deputy Town Mayor), J.A. Smith, Mrs J. Hedges,

                           Miss O.D.  Dunseath, R. Macrae, Mrs M-L Whitbread,  K. Avey and H. Pegrum  

 

OFFICERS      Bob Whittome (Town Clerk)

 

One member of the public was present.

 

335.     APOLOGIES FOR ABSENCE

 

Members received advice from Councillor Murphy in respect of Councillor Mrs Clark’s absence due to a significant health problem.  Council considered this matter and RESOLVED to accept Cllr. Mrs Clark’s apology in respect of her absence from this meeting; Cllr Miss M. Starling also submitted her apologies for absence.

 

336.     DECLARATION OF INTERESTS

 

Cllr J.A. Smith and Mrs J. Hedges declared a non prejudicial interest in item 1 of the Key Members Reports – Grants: Citizens Advice Bureau.

 

337.     CONFIRMATION OF MINUTES

 

Council RESOLVED to approve the minutes of the meeting held on Tuesday, 18th December 2007.

 

338.     COMMUNICATIONS

 

The Clerk advised Members of a letter of gratitude from Mrs June O’Brien of the ETOPWA (Epping Town Old Peoples Welfare Association) regarding the gift of wine and soft drinks for the ETOPWA Christmas lunches, and the practical assistance given by councillors in helping to serve the meals.

 

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

 

Council NOTED the duties of the Mayor and Deputy Town Mayor since 19th December 2007.

 

340.     MEMBER’S REPORTS

 

Cllr J.A. Smith reported attendance at the ‘Carols on the Green’.

 

Cllr Mrs Hedges had nothing to report having been prevented from attending duties as a result of a serious accident.

 

Cllr Miss Dunseath also reported that she had been prevented from attending to duties as a result of illness.

 

Cllr Macrae had nothing to report.

 

Cllr Mrs M-L Whitbread reported attendance at the ‘Carols on the Green’.

 

Cllr K. Avey had nothing to report.

 

Cllr H. Pegrum had nothing to report.

 

341.    COUNCILLORS QUESTIONS

 

Cllr Pegrum requested information in respect of the outcome of negotiations with a market trader in respect of changes in the market place.  The Clerk advised Members that due to the placement of the piazza kerb edge in relation to the access to Cottis Lane, it has now been necessary to remove two stall positions from the market.  This is necessary because there is now insufficient flat space between the newly established kerb edge and the access to Cottis Lane.  This point had been demonstrated by a minor accident at the time of the Clerk’s discussions with the relevant market trader.  The market trader was happy with the outcome and felt that she would be able to trade satisfactorily from one stall, however, the financial loss to Council of this change will be approximately £2,400 per annum.  This financial loss is  in addition to the £1,000 increased contractor payment as a result of the piazza. 

 

The Clerk also advised Members of a growing problem surrounding the lack of parking space for traders’ vehicles once they have unloaded at the market.  The Clerk anticipated this problem may get more serious as better weather is encountered.  The Clerk also advised Members that unsatisfactory drainage as a result of the new constructions was also causing difficulties in the siting of stalls and leading some stall-holders to abandon their pitches on rainy days.  Members NOTED the comments of the Clerk.

           

342.     PLANNING & GENERAL PURPOSES COMMITTEE

 

Members RESOLVED to note the minutes of the Planning & General Purposes Committees held on 18th December 2007 and 2nd January 2008.

 

343.     GRANTS – CITIZENS ADVICE BUREAU

 

Council NOTED the statutory basis of this item is Local Government Act 1972, Section 142.

 

Council considered a grant application from the Citizens Advice Bureau.  Members RESOLVED a further grant could now be made in this financial year of £400.

 

344.     2008/09 BUDGET

 

Council NOTED the statutory basis for this item is the Accounts & Audit Regulations 2003, Sections 4, and the Audit Commission Act 1998, Section 44.

 

Cllr Pegrum, as Key Member for Finance, presented the budget estimates for 2008/09 as drawn following the December meeting of Council.

 

Cllr Pegrum also requested Members to consider the next agenda item, ‘2008/09 Precept Demand’. Council NOTED the statutory basis of that item is the Local Government Finance Act 1992. 

 

In relation to the proposed spending on play equipment at Stonards Hill, an amendment was proposed which would have the effect of increasing the precept by a further £10,000 above the level proposed on the agenda report.  This amendment was, after discussion, withdrawn by the proposer and replaced with an amendment which would have the effect of increasing the precept by £5,000.  On a vote, the amendment was defeated.

 

Council RESOLVED to approve the budget estimates for 2008/09 as presented, and also RESOLVED to demand the district council levy a precept in the sum of £360,000 from 1st April 2008 and to this end, authorised the Town Mayor to sign a formal demand in that sum.

 

345.     CITIZEN OF THE YEAR

 

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

 

Council considered the objective to have an award which regularly gives Council the opportunity to recognise contributions made by residents of the town of Epping.  In particular, it was noted that many people in the Town had made a contribution to the local community over many years and occasionally someone makes a single contribution to the community of extreme significance.  Council takes the view that the selfless contributions of local people are of immeasurable benefit to the community and provide a positive role model. 

 

It was NOTED that Council may not make financial contributions of significance to any individual.  However, those persons who would be considered worthy of honour will not have made their significant contribution to the community for financial reward. 

 

Council RESOLVED to recognise significant contributions of local people by inviting them as a guest of honour to the Mayor’s At Home, which is an event targeted at recognising the achievements of local organisations and charities.  A certificate will be awarded at that event and the citizen chosen for the award will be highlighted in Talk About Epping and attempts will be made to gain press coverage of the award.  Council further RESOLVED to seek nominations through an article and returnable cut out slip in the autumn edition of Talk About Epping. The judging of the award will be delegated to the Town Clerk acting in consultation with the Town Mayor, Deputy Town Mayor and immediate Past Mayor (or if this is impractical following an election; the Key Member for Finance or Administration).  Only one award will be made per annum, however, the leading unsuccessful nominees will be highlighted in making the award and may be carried forward for consideration in the following year.  The first award will be made at the 2009 At Home.  Members AGREED to revisit the issue of a name for the award during the forthcoming year.

 

 

346.     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 raised a number of issues relating to Epping’s Town Centre which are summarised below.

 

The market modifications were viewed as being detrimental to both the High Street and the market.  The changes had resulted in a loss of parking spaces, an increase in the number of disabled parking spaces, excessive and impracticable loading arrangements, which had taken up valuable parking spaces. The changes had also reduced the viability of the market through loss of stalls and increased  and contractor payments; as well as causing difficulties with surface water run-off and drainage in the market area.  A relatively large number of taxi spaces had been created in the High Street but it was recognised that taxis also use ordinary parking spaces and, therefore, it was suggested that the number of taxi spaces available should be reduced to enable more use of ordinary parking spaces by shoppers. 

 

These points were considered particularly important in view of the large number of daily passes being provided by the district council on Epping’s surface car parks.  Cllr Macrae provided photographs revealing a variety of problems which made Epping’s High Street look shoddy and uncared for. In particular, graffiti was highlighted as an increasing problem following the loss of a graffiti removal budget at the district council.  Paving is removed by utilities and builders and only temporarily reinstated with tarmac; but the temporary reinstatements are waiting far too long before a permanent reinstatement is made.  This leaves the High Street looking very unsightly for long periods following necessary excavations.  Railings in many locations require repair or replacement.  It was suggested that in some cases, railings could be removed without a loss of safety and at little cost.

 

Council RESOLVED that the matter should be a regular agenda item at Council meetings and that the Town Council should try to facilitate with the county and district councils, an action plan for the improvement of Epping High Street.  The Clerk was directed to act in consultation with the Deputy Mayor to facilitate the presence of suitable representatives from the county council and the district council with a view to formulating an action plan for the improvement of Epping High Street.  The Clerk was further directed that when a representative of the county council and district council are invited to meetings, a photo montage illustrating the problems to be discussed should be sent to that representative prior to the meeting with the Town Council. 

 

347.     FINANCIAL REPORT TO 4TH JANUARY 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 NOTED the Financial Report to 4th January 2008.

 

 

348.     INTERNAL AUDIT REPORT – (FIRST INTERIM UPDATE) 2007/08

 

Council NOTED the statutory basis for this item is the Accounts & Audit Regulations 2003, Section 6, as amended by the Accounts & Audit (Amendment) (England) Regulations 2006.

 

Council considered the report of the internal auditor and AGREED to NOTE the report and refer it to the next meeting of the Corporate Governance Advisory Committee for scrutiny and recommendation.

 

349.     PUBLIC TRANSPORT INFORMATION

 

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

 

Council NOTED revised information in regard to bus and train maps, showing the public transport routes throughout the country.  The latest versions of these maps for the Winter/Spring 2007/08 are now available and can be obtained from Essex County Council Highway & Transportation Section.

 

350      CEMETERY REGULATIONS 2005 - AMENDMENTS

 

Council NOTED the statutory basis for this item is the Local Government Act 1972, Section 214 and Schedule 26 and Article 3 of the Local Authorities Cemetery’s’ Order 1977.

 

Members considered the current cemetery regulations and a scheme of proposed amendments along with a brief report detailing the reasons for the amendments proposed.

 

Council RESOLVED to approve the amendments to the cemetery regulations as presented and to reissue the amended regulations using Council’s powers under the Local Government Act 1972, Section 214 and Schedule 26 and Article 3 of the Local Authorities Cemeteries Order 1977

 

351.     ACCOUNTS FOR PAYMENT

 

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 RESOLVED to approve payment of the accounts as set out in the cheque list on page 197 of the minute book 2007/08.