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MINUTES OF THE ORDINARY MEETING OF EPPING TOWN COUNCIL HELD IN THE CONFERENCE ROOM, EPPING HALL, ST JOHN’S ROAD, EPPING, ON TUESDAY, 18TH DECEMBER 2007 AT 8.15PM
PRESENT B.D. Murphy (Deputy Town Mayor), Miss O.D. Dunseath, R. Macrae, J.A. Smith, K. Avey, Miss M. Starling, H. Pegrum
OFFICER Bob Whittome (Town Clerk)
301. APOLOGIES FOR ABSENCE
Apologies were received from Councillors Mrs M-L Whitbread, N. Hines, Mrs J Hedges and J. Lewis.
302. DECLARATION OF INTERESTS
No member declared an interest in any item of this agenda.
303. CONFIRMATION OF MINUTES
The Clerk requested Council to NOTE minute 281 was missing and this minute number will not be used for this year. With this change Council RESOLVED to approve the minutes of the meeting held on Tuesday, 20th November 2007.
304. COMMUNICATIONS
The Clerk advised Council that a letter had been received from EFDC in respect of item 5 on the key members report “Consultation - Area Plan Subcommittee” advising that the district council had deferred this item until the end of January to enable a more complete consultation exercise with local councils.
The Clerk also advised Council that a VAT inspection had been carried out and the Council has now been formerly advised that no significant issues have been found. The VAT report will go before the Corporate Governance Advisory Committee in due course.
The Clerk advised members of a letter from the district council’s Head of Planning in relation to the kerb build-outs which would be put forward to member’s attention at the next Council meeting under an agenda item ‘High Street Issues’ to enable members to discuss the High Street in the widest possible terms.
305. TOWN MAYOR’S & DEPUTY TOWN MAYOR’S DUTIES
The Clerk tabled a revised Mayor’s Duties and Council noted the revision and APPROVED the list of duties.
306. MEMBER’S REPORTS
Councillor J.A. Smith reported attendance at a meeting in regard to the Scout Hut, Flux’s Lane, and a meeting to consult on the conservation area for Epping. In addition, Cllr Smith reported attendance at the Christmas Lights switching on ceremony in the High Street; the Royal British Legion branch meeting; the ETOPWA lunches; the Christmas Tree Festival at St John’s Church; a site visit to Theydon Trust properties; the Light up a Life service; the Christmas party at the Forest Place Nursing Home (where he deputised for the Mayor and Deputy Mayor); the judging of Christmas shop displays for the Audrey Rose Cup competition and the Mayor’s Christmas drinks with the staff.
Councillor Miss O.D. Dunseath reported attendance at the ETOPWA lunches; the presentation on the Scout Hut, Flux’s Lane; the Conservation Area Consultation meeting and the switching on of Epping’s Christmas Lights.
Councillor R. Macrae reported attendance at the presentation on the Scout Hut, Flux’s Lane, the Conservation Area Consultation meeting and the St John’s Christmas Tree Festival.
Councillor K. Avey reported attendance at the ETOPWA Lunches and the Plans East Subcommittee meeting.
Councillor Miss M. Starling reported attendance at the Conservation Area Consultation; the Christmas Lights switching on ceremony; meetings with the market traders in Epping High Street and a meeting with the Clerk and Deputy Chief Executive of EFDC regarding the market.
Councillor H. Pegrum reported attendance at the Theydon Bois Alms House Trust meeting where the interest on the Trust money was disbursed to good causes. Councillor Pegrum also reported attendance at the Christmas Tree Festival at St John’s Church.
307. COUNCILLORS' QUESTIONS
Councillor Macrae requested the Clerk to report on the outcomes of the meeting with the Deputy Chief Executive of EFDC regarding the market place.
The Clerk outlined the points of discussion at this meeting which were parking capacity for market days; Bank Holiday markets and the clash with the North Weald market; seats on the new piazza area; drainage issues on the market; the possible planting of trees and the trip hazard issues. Overall the meeting had been conducted in a friendly and helpful spirit and both sides had been able to explore the issues surrounding the above matters. In particular the clash between Epping’s Charter Market and the North Weald bank holiday market was highlighted. It was recognised that Monday was the main day of use for all the car parks in Epping and that over recent times there has not been sufficient capacity in the long stay car park for the market traders’ vehicles. The district revealed that they have set a maximum number of long stay parking permits at 50% of the capacity, but there is no actual science to this limit. Overall, the Town Council made the point that if there is insufficient parking space on Mondays, this will have a detrimental effect on the market’s operation, therefore the issue needs to be explored further.
It was agreed at the meeting that the Town Council will write to the district to request investigation of the drainage issues and traders parking. Also that the possibility of seats, trees or any other street furnishing in the market area will be a matter of formal consultation to ensure no damage is done to the market and further trip hazards are not created. In due course some of these issues will require a decision of the Town Council and will appear on a formal agenda.
Members NOTED the Clerk’s responses in this matter.
308. PLANNING & GENERAL PURPOSES COMMITTEE
Members RESOLVED to note the minutes of the Planning & General Purposes Committee held on 20th November and 4th December 2007.
309. 2008/09 BUDGET – 2ND DRAFT BUDGET
Council NOTED the statutory basis of this item is Local Government Act 1972, Section 111.
Council considered the second draft of the 2008/09 budget and after some discussion RESOLVED that the budget is approved for presentation to the January meeting of Council without further amendment.
Council also considered the County Council’s Community Initiatives Fund in relation to the project of providing new play equipment at Stonards Hill and RESOLVED that a small action group should be formed to determine the detail of this matter and would comprise Councillor Mrs Hedges as Chairman and Councillors R. Macrae and H. Pegrum. The action group will bring forward to a future Council meeting detailed proposals in relation to the play area project.
310. VEHICLE ACTIVATED SIGNS
Council NOTED the statutory basis of this item is Local Government & Ratings Act 1997, Section 30.
The Council considered correspondence from the County Council in relation to top-up funding for vehicle activated road signs. However, it was RESOLVED that no money should be voted for these signs.
311. MEMBERS ALLOWANCES – REVIEW
Council NOTED the statutory basis of this item is Local Authorities (Members Allowances) (England) Regulations 2003.
Members considered the request from the Independent Remuneration Panel to review Council’s scheme for Members Allowances and Expenses.
Council also understood the scheme is a statutory requirement and that Members have previously resolved not to include a parish basic allowance within the scheme, but rather to include minimal provisions for travel and subsistence. These principals carried forward to the draft scheme presented. The draft makes a slight alteration to take account of the now very limited parking in Epping and the difficulties for Members in attending local meetings. Therefore the new scheme enables (but does not oblige) Members of Council to claim for travel within Epping.
After consideration of this matter Council RESOLVED to endorse the draft scheme for members allowances and expenses as presented, and to direct the Clerk to consult on the scheme with the district remuneration panel and bring the matter forward for Council’s further attention as soon as practical.
312. EMERGENCY CONTACTS
Council NOTED the statutory basis of this item is Local Government Act 1972, Section 111.
Members considered the request for an emergency contact arrangement and also NOTED the current provisions.
Council RESOLVED to approve an emergency contact arrangement in which the Town Supervisor will deal with any out of hours calls on an overtime basis, provided he is available. Council further RESOLVED to review the workings of this system if circumstances give rise to concern that the system does not provide a sufficient level of cover.
313. CONSULTATION – AREA PLANS SUBCOMMITTEE – 3 WEEK CYCLE
Council NOTED the statutory basis of this item is Local Government Act 1972, Section 111.
Council considered a letter and report on the district council’s proposal to move the planning subcommittee cycle from four weeks to three weeks. The Clerk advised Council that the Council’s decisions will be little affected by the change but exceptionally, single applications are received outside the normal weekly list arrangements and these may be troublesome under the current delegations.
Council RESOLVED to direct the Clerk to write to EFDC Planning Section advising them of Council’s general approval of the three week cycle for planning subcommittees; provided the “weekly list” arrangements are strictly adhered to. Council also resolved to delegate authority to the Clerk acting in consultation with the Chairman of Planning & General Purposes Committee to: either respond to any applications which, due to time of receipt, cannot be placed before an ordinary meeting of Committee (advising the next available Committee of any decisions); or to call an extraordinary meeting of Committee.
314. FINANCIAL REPORT TO 9TH DECEMBER 2007
Council NOTED the statutory basis for this item is the Accounts & Audit Regulations 2003, Sections 4 and 5.
Council considered the Financial Report and AGREED that it should be noted.
315. PURCHASE OF LAND AT SWAINES GREEN - UPDATE
Council NOTED the statutory basis of this item is Local Government Act 1972, Section 111.
The relevant Key Member, Councillor Pegrum, provided an update to Council on the possibility of purchasing land at Swaines Green and this was NOTED. It was also RESOLVED that in the current circumstances the matter did not require a further discussion in the near future but the matter will be brought to Member’s attention should any developments warrant that action.
316. PUBLIC TRANSPORT INFORMATION
Council NOTED the statutory basis of this item is Local Government Act 1972, Section 111.
Council NOTED the information in relation to bus service 213, Epping to Upshire, Waltham Abbey and Waltham Cross.
317 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 & 5.
Council RESOLVED to approve payment of the accounts as set out in the cheque list on page 176 of the Minute Book 2007/08.
318. 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 the publicity would be prejudicial to the public interest by reason of the confidential nature of the business to be discussed.
319. COMPLAINT AGAINST THE TOWN CLERK
Council NOTED the statutory basis of this item is Local Government Act 1972, Section 111.
Council considered a letter of complaint relating to the actions of the Clerk in dealing with a booking at Epping Hall. Council considered its procedures in relation to dealing with complaints and also considered the complainant’s letter, legal advice from Council’s solicitor and the Clerk’s notes in regard to the incident.
The Clerk advised Council that it would need to decide whether the Clerk has acted improperly and whether the Clerk’s actions require consideration by a Disciplinary Committee. It was NOTED that, if Council wish to deal with the matter by means of a Disciplinary Committee, it would be necessary to request either the Senior Administration Officer or another locum clerk or advisor to advise Council in respect of its Disciplinary Committee meeting.
Members considered the matter and resolved that the Clerk had acted properly and this was supported by the legal advice received. Council therefore RESOLVED to direct the Mayor to respond to the complaint, but to take no further action in this matter.
320. STAFFING MATTERS
Council NOTED the statutory basis of this item is Local Government Act 1972, Section 111.
Council considered a request from the part-time administration assistant for an adjustment to her working hours. Also a change of working hours requested by the Finance Officer. Council also considered the need of Council for more staff resource to deal with events organisation. It was recognised that the tasks undertaken by the Council staff had evolved considerably in the last few years and that it would be possible to redistribute tasks within the administrative staff of Council to deal with the management of events at little additional cost to Council.
Council RESOLVED to make the following changes to the staff establishment:
a) to reduce the working hours of the administrative assistant to 14.5 hours per week and to increase the working hours of the Finance Officer to 36 hours per week from 1st April 2008.
b) to provide a new administration overtime budget of £2,500 for the financial year 2008/09, and to delegate to the Clerk, acting in consultation with the Key Member for events, the authority to approve overtime to this limit. The budget so created to be upgraded annually in accord with pay inflation measures approved for staff salaries. |