MINUTES OF THE ORDINARY MEETING OF EPPING TOWN COUNCIL

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

ON TUESDAY, 31st  JULY  2007  AT 8.15PM

 

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

 

OFFICER:    Bob Whittome (Town Clerk)

 

 

111.     APOLOGIES FOR ABSENCE

 

No apologies for absence were received for this meeting, however, Cllr Mrs Whitbread apologised because she would have to leave the meeting early.  Cllr Mrs Whitbread also requested that item 6 of the Key Members Report be considered early in the meeting.

 

112.    DECLARATION OF INTERESTS

 

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

 

113.    CONFIRMATION OF MINUTES

 

Minutes of the ordinary meeting held on 3rd July 2007 were taken as read and Council agreed to APPROVE the signing of the minutes by the Mayor as a correct record but with the following amendments;  Cllr B.D. Murphy requested that the middle initial in his name be changed to ‘D’ in all future correspondence with Council;  Cllr Mrs Hedges expressed concern that her report had been left out of minute 79 and requested that the following entry be noted ‘Cllr Mrs Hedges attended an open day at St Margaret’s Hospital and also an Open Day for the Woodland burial Trust.

 

114.    WINSTON CHURCHILL REPLACEMENT PLAQUE ON THE CO-OPERATIVE SHOP BUILDING COMMEMORATING EPPING’S CONNECTION

 

Council NOTED the statutory basis for this item is the Local Government Act 1972, Section 144.

 

Council discussed a brief report from Cllr Mrs Whitbread in respect of the above matter and it was RESOLVED to replace the Winston Churchill Commemorative Plaque on the Co-operative building providing that all necessary consents are in place.  Council also RESOLVED to approve a supplementary estimate in the sum of £190 at maximum to enable completion of the project.

 

115.    TOWN SHOW UPDATE

 

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

 

Mr Colin Freeman advised Council on progress for the Town Show which is taking place on Sunday, 16th September.  Council discussed the matter in very broad terms and at the end of the discussion with Mr Freeman, Council expressed satisfaction with the arrangements.  Mr Freeman requested that he be given a further opportunity to address Council in respect of ongoing arrangements for events in Epping and Council APPROVED a further agenda item on the next ordinary meeting of Council.

 

The Clerk advised Members that, on the basis of the current arrangements, the subsidy required by the Town Council would be a little over £3000.  Although it was anticipated that the subsidy would rise slightly it would, nevertheless, be within the contingencies approved by Council.

 

Council NOTED the information and also RESOLVED to provide a ‘Kick a Goal’ sideshow for adults and children which would be organised by Cllr Macrae with other Members of Council involved as necessary.

 

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

 

Council NOTED the duties of the Town Mayor and Deputy Town Mayor since 13th July 2007.

 

117.     MEMBER’S REPORTS

 

Cllr Avey reported attendance at the recent planning inquiry into Café Nero and also at a meeting of the Plans East Sub-Committee.

 

Cllr Smith reported attendance at the Rev. Jason Askew’s induction and also at the recent Promenade on the Green provided by the Epping Forest Band.

 

Cllr. Miss Dunseath reported attendance at the Promenade on the Green and also at the recent site visits made to Council facilities with the Clerk.

 

Cllr Mrs Hedges reported attendance at the Promenade on the Green.

 

Cllr Macrae reported attendance at various events run by the Town Centre Partnership.  Cllr Macrae also reported his activities regarding graffiti removal which had been totally successful.  He also requested the Clerk to investigate why some agendas and invitations to local organisations, on which he was Councils representative, were not being received and the Clerk agreed to investigate any specific queries that Members may have in regard to these matters.

 

Cllr. Lewis had nothing to report.

 

Cllr Mrs Clark had nothing to report.

 

Cllr Pegrum had nothing to report.

 

118.    COUNCILLORS QUESTIONS

 

Cllr Macrae requested the Clerk to write to Essex County Council, Highways Section, asking for attention to be given to footpaths and highways in Epping.  The Clerk agreed to write to Essex County Council, however, he also requested Members to note that the correct place for such queries was on the agenda item for the Planning and General Purposes Committee titled ‘Information not Requiring a Decision of Committee’.

 

119.    PLANNING & GENERAL PURPOSES COMMITTEE

 

Council NOTED the minutes of the Planning & General Purposes Committees held on 17th July and 3rd July 2007.

 

120.    EPPING WATER FOUNTAIN – TRANSFER OF FOUNTAIN TO THE TOWN COUNCIL

 

Council NOTED the statutory basis for this item is the Local Government Act 1972, Section 139: Section 3a of the Parish Council’s Act 1957: Maintenance of the monument must be funded under the arrangements of Section 137 of the Local Government Act 1972.

 

Council discussed the desirability of a hand-over of the Fountain to the Town Council and also the possible instability of the foundations of this monument.  The Clerk advised Council that Members had previously approved the transfer of the Fountain in principle and the only known running costs of the Fountain were for an unmeasured electricity supply of £20 per annum, but also routine maintenance may be required from time to time.

 

Council RESOLVED to accept a formal transfer of the Water Fountain at nil cost, provided suitable terms can be inserted into the Deed of Transfer to protect the Town Council against the risk of the fountain becoming unstable over the next 25 year period.  On this basis, Council delegated authority to the Clerk acting in consultation with the Key Member for Outside Services, to agree suitable terms for a transfer.

 

121.    FINANCIAL REPORT TO 24TH JULY 2007

           

Council NOTED the statutory basis of the item is the Accounts & audit Regulations 2003, Sections 4 & 5.

 

Council NOTED the Financial Report to 24th July 2007 but determined that no action was required in respect of this matter at this stage.  The Clerk also advised Members that the final internal audit report for 06/07 had been received and would be placed before Council at the next meeting.  The Clerk advised Members that no substantial matters had been noted in the report.

 

 

122.    ALLOTMENT INSPECTIONS & MANAGEMENT

 

 

Council NOTED the statutory basis of the item is the Smallholdings & Allotment Act 1908.

 

a) Inspections:   Members considered the need to carry out the allotment inspections for this year and RESOLVED that  the Mayor and Deputy Mayor should carry out this task in 2007 and determine who should receive the Allotment Awards

 

b) Management:   Council considered the difficulties of running the allotments in view of the poor knowledge and gardening skills of many of the new allotment holders.  Therefore Council RESOLVED to delegate authority to the Clerk, acting in consultation with the Key Member with responsibility for allotments, to organise a consultation with allotment holders and the Epping Horticultural Society so as to determine what reasonable recommendations should be put before Council for the better management of the allotment sites.

 

123.    PURCHASE OF LAND AT SWAINES GREEN

 

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

 

The Clerk advised Members that no news had yet been received on the completion of the purchase of the subject land.  Cllr Pegrum advised Members of the Green Arc Project which has the implication, if Council is successful in purchasing the land at Swaines Green, that the sum expended will probably be recoverable through the Green Arc Scheme.  Council NOTED this information.

 

124.    CYCLE OF MEETINGS 2008/09

 

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

 

Council considered a draft Cycle of Meeting and RESOLVED to adopt the cycle of Meetings for 2008/09 as presented.

 

125.    EPPING FOREST BAND CONCERT ON THE GREEN CONTINGENCY ARRANGEMENTS

 

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

 

Council discussed the need for a contingency arrangement if there is rainfall or poor weather during the annual Concert on the Green.  Council noted that the contingency arrangement put in place by the Clerk had been unnecessary for this year but resolved to APPROVE the use of Epping Hall as contingency accommodation for the Concert on the Green for forthcoming years.

 

126.    BUS INFORMATION

 

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

 

Members were advised that bus service 541 running from Harlow Bus Station to Buckhurst Hill Station is being altered with effect from 30th July 2007 and as a result will from that date terminate at Loughton Station.  Council NOTED this information.

 

127     ACCOUNTS FOR PAYMENT

 

Council NOTED that the statutory basis of 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 79 of the Minute Book 2007/2008.

 

128     EXCLUSION OF THE PRESS & PUBLIC

 

Council NOTED that the statutory basis for this item is the Public Bodies (Admission to Meetings) Act 1960 and the Local Government Act 1972, Sections 100 and 103.

 

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.

 

129     BUCKINGHAM PALACE GARDEN PARTY

 

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

 

Members considered this item, which had been deferred from the previous meeting, but AGREED no nomination should be made for this year.

 

130     MAYORS ‘AT HOME’ INVITATION LIST – FOCUS OF EVENT

 

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

 

Council considered the need to refocus the ‘At Home’ and to ensure that the number of people invited did not exceed the maximum capacity for Epping Hall.

 

Council RESOLVED that an informal working party comprising the Deputy Mayor and the two preceding mayors, K.Avey and J.A. Smith, should be formed under the chairmanship of the Town Mayor with the remit to consider this issue and to make recommendations which could be placed on a forthcoming agenda.

 

131     IVY CHIMNEYS RECREATION GROUND – SECURITY OF TENURE

 

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

 

Council NOTED the position regarding the Title to the Recreation Ground and thanked the Clerk for his work in clarifying this matter..

 

132     NORTH WEALD BANK HOLIDAY MARKET & EPPING’S MARKET CHARTER

 

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

 

Council considered the Bank Holiday Market Days in Epping and the effect of the North Weald Market.  Members RESOLVED to direct the Clerk to open discussions with E.F.D.C. in regard to Bank Holiday working of the markets in Epping and North Weald and to report the response of E.F.D.C.