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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, 1ST JULY 2008 AT 8.15PM
PRESENT Councillors: B.D. Murphy, (Town Mayor); Mrs J. Hedges, (Deputy Town Mayor), J.A. Smith, Miss O.D. Dunseath, J. Lewis, Mrs M-L Whitbread, A. Warner, N. Hines, K. Avey, H. Pegrum and R. Macrae
OFFICER Bob Whittome (Town Clerk)
Two members of the public were in attendance.
69. APOLOGIES FOR ABSENCE
Councillor Macrae gave apologies for his late attendance due to work commitments. (Councillor Macrae entered the chamber during consideration of the matters recorded as minute 80).
70. DECLARATION OF INTERESTS
No Member declared an interest in any matter of this agenda.
71 CONFIRMATION OF MINUTES
Council RESOLVED to approve the Minutes of the Meeting held on Tuesday, 3rd June 2008..
72 COMMUNICATIONS
The Clerk advised members of a letter from the Bakers Benevolent Society expressing gratitude for Council’s grant in the sum of £100 which was used for a very successful open day on the 15th June. The Benevolent Society also expressed gratitude for the Mayor’s presence and for his judging of the floral display competition.
73. TOWN MAYOR’S & DEPUTY TOWN MAYOR’S DUTIES
The Town Mayor reported that he had not been able to lodge his duties in time for the agenda due to his recent travels abroad but would submit a list of duties attended at the next ordinary meeting.
Council NOTED the duties of the Deputy Mayor since 4th June 2008.
74. MEMBERS’ REPORTS
Councillor J Smith had nothing to report.
Councillor Miss O D Dunseath reported that she had assisted with the ETOPWA Spring Lunches.
Councillor J Lewis had nothing to report.
Councillor Mrs M-L Whitbread had nothing to report
Councillor H Pegrum had nothing to report.
Councillor A Warner reported a meeting with the Clerk to review Epping Hall utilisation issues.
Councillor N Hines had nothing to report.
Councillor K Avey reported attendance at a planning consultation meeting.
75. COUNCILLORS QUESTIONS
Councillor Murphy requested the Clerk to advise Members of the deadline for items in the next Talk About Epping and the Clerk agreed to advise Members by letter in the Wednesday Pack.
76. PLANNING & GENERAL PURPOSES COMMITTEE
Members agreed to NOTE the minutes of the Planning & General Purposes Committees held on 17th and 3rd June 2008.
77. PROPOSED DATES FOR MAYOR'S ‘AT HOME’ AND ANNUAL TOWN MEETING 2009
Council NOTED that the statutory basis for this item is Local Government Act 1972, Sections 9 and 111 and Schedule 12 paragraph 14 – 20.
Council Approved the proposed date for the At Home of Friday, 20th February 2009, and for the Annual Town Meeting, Friday, 13th March 2009.
78. PLAY AREA INSPECTIONS
Council NOTED that the statutory basis for this item is Local Government Act (Miscellaneous Provisions) Act 1976, Section 19.
Council considered the independent play are inspection made under ROSPA guidance.
Members particularly NOTED that good practice dictates an independent safety inspection is carried out at all play areas each year and that the report under consideration is made by a new play area inspector and, therefore, has focussed on some new areas. It was NOTED that the new EN1176 Standard does not operate retrospectively, but it should not surprise Members that much of the Council’s play equipment, which was manufactured before the imposition of this standard, doesn’t meet the standard. It was, therefore, important for Council to respond to the inspection carried out on the basis of the EN1176 only if a significant hazard was found with Council’s older equipment. Council NOTED that the smaller items found in the inspection report will be dealt with by the existing routine maintenance programme and the works to renew areas of fencing at Parklands are already planned within this year’s maintenance budget.
Council NOTED the independent play area inspection report and did not consider that any specific work, over and above the existing programme of ongoing routine maintenance, should be carried out at this time.
79. ALLOTMENTS GATES & CAR PARKS
Council NOTED that the statutory basis for this item is the Allotments Act 1922.
Members discussed the popularity of allotments over the last couple of years and also the age, profile, lifestyle and expectations of the average new allotment holder which creates quite a challenge in managing allotment sites. Council considered an offer of £500 from Epping Horticultural Society to fund additional car parking spaces at the entrance to Meadow Road. It was RESOLVED that, using existing maintenance funding, the existing parking space should be expanded and Council would therefore be happy to accept a donation from the Horticultural Society toward this project.
Council also considered the problems of parking on the allotment grass spine road at Meadow Road and recognised that this practice led to unnecessary hazards within the site. Council therefore RESOLVED that a sign should be provided at the entrance to the spine road at Meadow Road Allotment Site prohibiting parking on the road. The funding for these matters can be found from the existing maintenance budgets.
80. GRANTS – MUSIC SOCIETY
Council NOTED that the statutory basis for this item is Local Government Act 1974, Section 145.
Council considered a grant application from Epping Music Society and the Chairman allowed Mrs Benjamin in support of the grant request.
Council resolved to APPROVE a grant in the sum of £500 in support of the Epping Music Society and requested that a specific concert should be provided with the funding which gave credit to the Town Council for the grant.
81. FINANCIAL REPORT TO 24th JUNE 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 Financial Report to 24th June 2008 and resolved that no specific action was appropriate.
82. HIGH STREET AND TOWN CENTRE WORKING PARTY REPORT
Council NOTED that the statutory basis for this item is Local Government Act 1972, Section 111 and Epping’s Market Charter originally granted in 1253.
The Council discussed the arrangement made with Essex County Councillor and Highways portfolio holder, Norman Hume, that the Town Council will make recommendations for the improvement of defects in the High Street. At the last meeting of Council, a working party had been formed comprising Councillors Mrs Hedges, Warner and Avey, and the working party had brought forward a brief report of proposals for Council’s consideration.
Council RESOLVED to accept the proposals of the working party and put their proposals forward to Councillor Hume. Additionally members RESOLVED to request that a gate be placed on the High Street side of the Theydon Grove pond and further benches be added within the pond site. This project to be funded from Section 106 money currently being held by EFDC for work within the conservation area. The Clerk was directed to write requesting this project be undertaken by the District Council.
Members also considered a request that the pedestrian refuges in the High Street should be aligned with the parking facilities on the east side of the car park to make crossing the High Street less hazardous for pedestrians. Members resolved to APPROVE this proposal and directed the Clerk to write to County. Council also discussed a proposal to place flower pots and plantings immediately adjacent to the water fountain but, on a vote, this proposal was defeated.
83. MARKET STORE RENTAL AGREEMENT
Council NOTED that the statutory basis for this item is Local Government Act 1972, Section 111 and Epping’s Market Charter originally granted in 1253.
Council considered a brief report in regard to the rental negotiations and AGREED to note that the new rent agreed is £5,220 per year with the next triennial rent review to be held in September 2010.
84. COMPLAINTS PROCEDURE
Council NOTED that the statutory basis for this item is Local Government Act 1972, Section 111.
Members considered the Council’s complaints procedure first adopted in July 2006. Council RESOLVED to note and to confirm the complaints procedure as presented.
85. GRAFFITI REMOVAL – TOWN COUNCIL PROPERTY
Council NOTED that the statutory basis for this item is Local Government Act 1972, Section 111.
Council are concerned that graffiti is a common problem at several Council owned sites in the Town and that this is particularly an issue now that the District Council’s graffiti team has discontinued its service of removing graffiti wherever it occurs in the Town. The Clerk had previously been requested to undertake a pilot scheme of graffiti removal at Town Council’s sites and to report on the outcome of this pilot.
The Clerk reported that current experience suggested the approximate cost to Council of removing graffiti on its own sites (and accepting that graffiti may not be removed immediately it was noted, but rather may accumulate until there is sufficient work for a small focussed operation) would be some £900 per annum (staff time £700, chemicals and equipment £200).
Council also discussed the possibility of removal of general graffiti occurring elsewhere in the Town, and the possibilities of providing this service on property not owned by the Town Council.
Council RESOLVED to continue to clear graffiti from its own property. Council also RESOLVED that the Clerk should write to EFDC requesting reinstatement of a graffiti management service particularly focussed on high profile occurrences of graffiti. Councillor Macrae was also requested to bring forward an item detailing the cost, as far as they may be measured, of the Town Council undertaking a general graffiti removal service.
86. HIGH STREET BUS SHELTERS REPLACEMENT PROJECT
Council NOTED that the statutory basis for this item is Local Government (Miscellaneous Provisions) Act 1953, Section 4.
Councillor Macrae reported that the grant funding from the County Council for this project has now been received. The Clerk is meeting with the shelter installers on Friday 4th July and the anticipated installation date will be some six to eight weeks following the Clerk’s meeting. Council NOTED the report on the bus shelter replacement project.
87. PUBLIC TRANSPORT INFORMATION
Council NOTED a brief report on current public transport issues from the parish passenger transport representative, Councillor J A Smith.
88. DIGITAL MAPPING SYSTEM
Council NOTED that the statutory basis for this item is Local Government Act 1972, Section 111.
Members discussed the status of the current paper mapping system and the new availability of digital mapping system information from the County Council. It was noted that, although the Town Council has acquired a license for the supply of the ordinance survey digital data free of charge, and the Clerk has now experimented with free software to utilise this data, due to the complex and specialist nature of the software, the results have been disappointing and it is evident that to use the digital mapping available, it will be necessary to purchase software and support.
Council therefore RESOLVED to purchase mapping software at a one-off cost of £350 and to pay an annual license fee of £100. In making this decision, Council noted that budget provision already exists for this purchase and that the revenue costs can be covered by the existing professional fees budget.
89. 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 56 of the Minute Book 2007/08.
90 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.
91. FARMER’S MARKET REVIEW
Council NOTED the statutory basis for this item is Part 3 of the Food Act 1984 and Epping’s Market Charter first granted in 1253.
Council has previously agreed to review the Farmer’s Market arrangements following approximately one year of operation. It was noted that the arrangement appears to be popular with both the local population and with the traders. Council also considered the difficulty of formalising the arrangements for the Farmer’s Market. Members considered it was sensible to charge a modest license fee for granting the right to the operator to hold the Farmer’s Market and indicated to the Clerk an approximate level of fee to negotiate.
Council delegated authority to the Clerk acting in consultation with the Key Member for Markets to try to negotiate a license fee for the Farmer’s Market in approximately the amount detailed in the agenda report.
92. STONARDS HILL PLAY AREA REFURBISHMENT SCHEME
Council NOTED that the statutory basis for this item is Local Government (Miscellaneous Provisions) Act 1976, Section 19.
Members had earlier delegated authority to the Clerk, acting in consultation with a working party comprising Councillors Macrae, Pegrum and Mrs Hedges, to carry out a tender arrangement and make applications for grant aid for the above project. Councillor Macrae, as Chairman of the working party, gave a brief report on the outcomes of the working party and the decision of the Clerk made in consultation with the working party in regard to the successful quotation. Council NOTED the report of the working party and APPROVED the decision of the Clerk to appoint Sutcliff Play as the preferred contractor for the scheme.
93. HANNINGFIELD AWARDS
Council NOTED the statutory basis for this item is Local Government Act 1972, Section 111.
Members considered the attached application and explanatory notes and RESOLVED that the documentation had been received too late to promote the 2008 Award. However, Council will be happy to assist with the award process during the next round for 2009.
94. BUCKINGHAM PALACE GARDEN PARTY
Council NOTED the statutory basis for this item is Local Government Act 1972, Section 111.
Council considered whether it would be appropriate to nominate the Mayor for attendance at the Buckingham Palace Garden Party. The Mayor advised Council that he has already attended garden parties at the palace. It was RESOLVED that no action would be taken on this matter this year.
95. RECREATION GROUNDS – CONTROL OF ALCOHOL
Council NOTED the statutory basis for this item is Local Government Act 1972, Section 111.
Council considered a proposal, brought forward from a recent meeting with the police and the district’s crime reduction unit, to apply for a designation order under Section 12 – 16 of the Criminal Justice Police Act 2001. This would have the effect of prohibiting drink at recreation grounds and play areas in the Town. The Order has been proposed as a more flexible substitute for a bye-law covering the same topic. Members noted the Order would be enforceable by the police.
Council RESOLVED to apply for a Designation Order for the whole of the Stonards Hill Recreation Ground and additionally, because of displacement issues, to include Lower Swaines, Frampton Road, Ivy Chimneys, Brook Road and Parklands recreation grounds as play areas within the area covered by the Designation Order if possible. For the purposes of this decision, Council APPROVES a supplementary budget estimate of £1,000 and the Clerk was given delegated authority to apply for the designation order and to carry out all necessary work in regard to this matter. |