MINUTES OF THE ORDINARY MEETING OF EPPING TOWN COUNCIL

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

ON TUESDAY, 23RD OCTOBER  2007  AT 8.15PM

 

PRESENT       Councillors: B.D. Murphy (Deputy Town Mayor), Mrs J. Hedges, J. Lewis, Miss O.D. Dunseath, R. Macrae, J.A. Smith, K. Avey, and Miss M. Starling.

 

OFFICER        Bob Whittome (Town Clerk)

 

One member of the public was present.

 

227.     APOLOGIES FOR ABSENCE

 

Apologies for absence were received from Cllr. Mrs M-L Whitbread, N. Hines and H. Pegrum.

 

228.     DECLARATION OF INTERESTS

 

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

 

229.     CONFIRMATION OF MINUTES

 

Members agreed to take as read the minutes of the meeting on 25th September 2007 and RESOLVED to approve the signing of the minutes by the Mayor as a correct record.           

 

230.     COMMUNICATIONS

 

The Clerk advised Members of a letter of gratitude for Council’s assistance with the Christmas Tree Festival, held at St John’s Church.

 

231.     MAYOR & DEPUTY TOWN MAYOR’S DUTIES

 

Members agreed to NOTE the Town Mayor and Deputy Town Mayor’s duties with one amendment to the Deputy Town Mayor’s duties, the removal of attendance at Planning & General Purposes Committee and the Corporate Governance Advisory Committee on the basis of well established custom and practice.

 

232.     MEMBERS REPORTS

 

Cllr Mrs J. Hedges reported attending a training session on Village Statements and a meeting at the Citizens Advice Bureau; a consultation meeting with Three Valley’s Water and a meeting at Epping Hall with play equipment providers.

 

Cllr. Miss O.D. Dunseath reported attendance at a consultation meeting with Three Valley’s Water and a training seminar on Village Statements; a meeting of the Horticultural Society and the ETOPWA Harvest Lunch.

 

Cllr. Miss M. Starling had nothing to report.

 

Cllr. R. Macrae reported attendance at the meeting of The Friends of Swaines Green.

 

Cllr. J. Lewis had nothing to report.

 

Cllr. K. Avey reported attendance at a meeting of the Plans East Subcommittee of the district council.

 

Cllr. J.A. Smith reported attendance at a consultation meeting with Three Valley’s Water and also at a Rail seminar at Chelmsford.  Cllr Smith requested Members to NOTE the issues in respect of Crossrail as reported elsewhere in these minutes.

 

233.     PLANNING & GENERAL PURPOSES COMMITTEE

           

Council NOTED the minutes of the Planning & General Purposes Committees held on 25th September and 9th October 2007. 

 

234.     EPPING HALL PARKING – ENTRANCE CONTROL

 

Council NOTED that the statutory basis for this item is the Local Government Act 1972, Section 133.

 

Council considered the need to gain some control over the parking at Epping Hall.  It was apparent that the problems that had always been a concern in respect of Epping Hall’s forecourt are worsening and are likely to continue to worsen as a result of the increased parking restriction and the changes to the adjacent school.  Council RESOLVED to APPROVE the purchase and installation of up to three telescopic and two fixed bollards across the entrance at a cost estimated to £3,200.  Council AGREED to a supplementary budget estimate in respect of this project.

 

235.     WORK PROGRAMME  – GROUND STAFF PROJECTS

 

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

 

Council NOTED the work programme listing current projects for the Council’s ground staff. 

 

236.     FINANCIAL REPORT 15TH OCTOBER 2007

 

Council NOTED that the statutory basis for this item is the Accounts & Audit Regulations 2003, Sections 4 & 5.

 

Council considered the Financial Report 15th October 2007 and resolved that the report should be NOTED and no action was appropriate at this time.

 

237.     PURCHASE OF LAND AT SWAINES GREEN - UPDATE

 

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

 

The Clerk advised Council that no movement on this matter had occurred and Council NOTED this position.

 

238.     ESTIMATES 2008/09 – FIRST DRAFT

 

Council NOTED that the statutory basis for this item is Accounts & Audit Regulations 2003, Sections 4.1 as applied in Epping Town Council’s Financial Regulations 2.1 – 2.5

 

Council considered the first draft estimate statement put forward by the Clerk.  The Clerk explained the process and layout to Members.  Several Members expressed an interest in holding an informal discussion of the aims and objectives for Council over the next financial year.  The Clerk advised Members that; provided all decisions were discussed and made at a formal open meeting of Council, it would be lawful for Council to hold an informal working party to discuss aims and objectives.  The Clerk also advised Members that, for practical purposes and given the timescales involved, such a working party would have to meet as a matter of urgency and it would be practical to consider the second draft estimates at the December ordinary meeting of Council rather than as scheduled at the November meeting.

 

Council RESOLVED that an informal working party should be held following the next Planning & General Purposes Committee meeting and that all Members should be invited to this working party session.  The Clerk was directed to send notices to all Members and also to defer formal consideration of the estimates to the December ordinary Council meeting.

 

239.     RECOMMENDATION OF THE CORPORATE GOVERNANCE ADVISORY COMMITTEE

 

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

 

Council CONSIDERED the recommendations of the Corporate Governance Advisory Committee. 

 

Council RESOLVED to APPROVE the following recommendations of the Corporate Governance Advisory Committee as follows:

 

1)         INTERNAL AUDIT REPORTS

 

R1:       The position is noted and no action is appropriate.

 

R2:       Noted and agreed for future action

 

R3:       All allotment registers will be kept with accounts records for the appropriate year.

 

R4:       This practice was abandoned when manual processing was reviewed because SAGE provides an adequate facility for recovery of the information.

 

R5:       This practice was abandoned when manual processing was reviewed because SAGE provides an adequate facility for recovery of the information.

 

R6:       This work is complete in respect of 06/07 and is routinely dealt with at year end for small sums.  Larger sums will be given more regular attention.

 

R7:       This practice was abandoned when manual processing was reviewed because SAGE provides an adequate facility for recovery of the information.

 

R8:       This work has been completed and a check for mispostings is part of the year end routine for each year.

 

R9:       This change is under consideration for the 07/08 year end.

 

R10:     This change is under consideration but is dependent on researching the origin of the funds to ensure any agreements are complied with.

 

R11:     Agreed and actioned accordingly in advance of the financial year end (About £15 is involved and this transfer is routinely carried out as part of the year end adjustments). 

 

2)         STANDING ORDERS AND FINANCIAL REGULATIONS REVIEW

 

Standing Order 58 is deleted.

 

Standing Order 69 is replaced in its entirety with the following:

69a      At all meetings of Council, the Chairman may at his/her discretion, and at a convenient time in the transaction of business, allow any members of the public to address (for a maximum of three minutes) the meeting in relation to the business to be transacted.  Such sessions form part of the council meeting in law and shall be duly minuted.  The Code of Conduct which was adopted by the Council on 15th May shall apply to Members of the Council in respect of the entire meeting.  Where however, Members of the Council exercise their rights pursuant to Standing Order 69b below, members of the public shall be allowed to attend the meeting to (a) make representations, (b) answer questions or (c) give evidence relating to the business to be transacted.

 

69b      At all meetings of the Council, the Chairman may permit Members of the Council (including co-opted Members as defined by s.49(7) of the Local Government Act 2000) who have a prejudicial interest in relation to any item of business to be transacted at that meeting to (a) make representations, (b) answer questions or (c) give evidence relating to the business to be transacted.  Such Members of Council may speak for a maximum of three minutes.  Such sessions form part of the Council meeting in law and shall be duly minuted.  The Code of Conduct which was adopted by Council on 15th May 2007 shall apply to Members of the Council in respect of the entire meeting.

 

3)         RISK REGISTER

 

External Auditor’s Report - Statement of Internal Control and Audit Arrangements

 

RECOMMENDED that no alteration be made to the current internal audit plan.

 

CGAC RECOMMENDED that the document and the procedures it describes fulfil the current need of council, which is to have a proper and sufficient independent system of internal audit and control which gives reasonable assurance to both council and the local community and FURTHER RECOMMENDED the adoption of the SIC to Council.

 

CGAC does NOT RECOMMEND an increase to the fidelity guarantee cover from its current level of £300,000.

 

4)         HEALTH AND SAFETY – GENERAL POLICY STATEMENT AND HEALTH AND SAFETY AT WORK POLICY STATEMENT

 

CGAC reviewed the draft health and safety general policy and work policy and RECOMMENDED adoption of the draft policies as presented.

 

5)         ASSET REVALUATION

 

CGAC RECOMMENDS plans for a revaluation be abandoned for the time being but reviewed on an annual basis.

 

240.     MARKET ALTERATIONS

 

Council NOTED that the statutory basis for this item is Epping’s Market Charter first granted in 1253.

 

Council considered the issue of market alterations and the way in which these alterations have been planned and implemented without taking account of the street market’s needs.  The Clerk advised Members that although it was difficult to assess at present the total cost to this Council of dealing with the changed layout of the marketplace, the Clerk has placed a £10,000 contingency in the budget for 2008/09 to try to cope with the possible increased contractor charges.  The Clerk also advised Members of the likely loss of some stall capacity as a result of the new raised areas. Some stall-holders are also likely to experience difficulty in loading/unloading.  The Clerk advised Members that he has written to EFDC requesting the district council to consider the need for a structured policy of closer liaison in respect of market issues which may avoid this situation arising in the future.

 

Council NOTED the current position in relation to the market place alterations and resolved to APPROVE the Clerk’s recent responses in pursuit of  Council’s previous decisions.  Council further RESOLVED to delegate authority to the Clerk, acting in consultation with the Key Member for the Market, to continue to highlight the market’s needs to the district and county councils.  Council NOTED that the district council had suggested that the market changes were the subject of consultation arrangements in 2004 and RESOLVED to direct the Clerk to request (if necessary on the basis of a freedom of information request) copies of the original consultation documents for the market alterations and the parking layout changes.

 

241.     EFDC PLAYING FIELD STRATEGY

 

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

 

Members considered the Epping Forest District Council’s Playing Fields Strategy and the comments on the strategy drafted by the Clerk which had been previously circulated to Members. 

 

Council RESOLVED that the comments on the strategy should be adopted without change by Council as a formal comment to EFDC on the Playing Field strategy.

 

242.     PUBLIC TRANSPORT INFORMATION

 

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

 

Council agreed to NOTE the information from the passenger transport representative in respect of bus timetables for West and North West Essex, the bus service SM19 from Harlow to Epping and the Chelsea/Hackney line.

 

243.     ACCOUNTS FOR PAYMENT

 

Council NOTED that 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 134 of the Minute Book 2007/2008

 

244.     EXCLUSION OF THE PRESS & PUBLIC

 

Council NOTED that 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.

 

245.     CEMETERY CONTINGENCY ARRANGEMENTS - CONSULTATION.

 

Council NOTED that the statutory basis for this item is Local Government Act 1972, Section 214.

 

Council considered a Home Office contingency planning document in respect of a possible pandemic and the Clerk’s response note.

 

Council resolved to APPROVE the response proposed by the Clerk in respect of the Home Office consultation on cemetery contingency planning.