MINUTES OF THE ORDINARY MEETING OF EPPING TOWN COUNCIL

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

ON TUESDAY, 3RD JUNE  2008  AT 8.15PM

 

 

PRESENT       Councillors:         B D Murphy (Town Mayor); Mrs J Hedges (Deputy Town Mayor), J A  Smith,

                           Miss O D Dunseath, Miss M. Starling,  R Macrae, H Pegrum, A Warner, K Avey and J Lewis

 

OFFICERS      Bob Whittome (Town Clerk), Gill Ratcliff (Senior Admin Officer)

 

One member of the public was in attendance.

 

 

36.       APOLOGIES FOR ABSENCE

 

Apologies were received from Councillor Hines by reason of illness and Councillor Mrs Whitbread because of a family emergency.

 

37.       DECLARATION OF INTERESTS

 

Councillor Smith  declared a non prejudicial interest in respect of the additional agenda  item – Epping Hall, Land Use Issues and Joint Working with Local Charities: because he is representative on the Theydon Trust, a member of the Hemnall Club and formerly a representative on the Citizens Advice Bureau.

 

38        CONFIRMATION OF MINUTES

 

Council RESOLVED to approve the Minutes of the Annual Meeting of the Town Council held on Tuesday, 6th May 2008.

 

39        TOWN MAYOR’S & DEPUTY TOWN MAYOR’S DUTIES

 

Council NOTED the duties of the Town Mayor and Deputy Town Mayor since 7th May 2008.

 

40.       MEMBER’S REPORTS

 

Councillor Mrs Hedges advised Members of her attendance at the Alzheimer Society’s recent meeting but also noted that this matter would be reported with the next agenda.

 

Councillor Smith reported attendance with Councillor Mrs Hedges at the Alzheimer Society’s recent meeting and also at the Epping Forest Burial Park opening.

 

Councillor Miss Dunseath reported attendance at the AGM of ETOPWA and also at Horticultural Society’s meetings.

 

Councillor Pegrum reported attendance at the Theydon Garnon Joint Charity meeting at which grants for educational needs were approved.  Councillor Pegrum also advised that discussions had been held in respect of a new almshouse and that a site visit to Stonards Farm was pending for July.

 

Councillor Lewis had nothing to report.

 

Councillor Warner had nothing to report.

 

Councillor Macrae requested Members to note that the Stonards Hill Play Area tender closing date for response is very close now and arrangements to put those matters in hand will be needed in the near future, Cllr Macrae also reported on his activities regarding dog fouling and dog bins; he had also made an approach to Marks & Spencer for sponsorship for the new play equipment arrangements at Stonards Hill.

 

Councillor Starling had nothing to report.

 

Councillor Avey had nothing to report.

 

41.       PLANNING & GENERAL PURPOSES COMMITTEE

 

Members agreed to NOTE the minutes of the Planning & General Purposes Committees held on 20th and 6th May 2008.

 

42.       CYCLE OF MEETINGS 2009/2010

 

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

 

Council considered a draft Cycle of Meetings for the above year.  The feasibility of bringing the meetings forward to an earlier time in the evening was considered but rejected.  Therefore, Council RESOLVED to adopt the Cycle of Meetings for 2009/2010 as presented

 

43.       BROKEN GLASS AT RECREATION GROUNDS

 

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

 

Council considered the increasing problem of clearing broken glass bottles from recreation grounds, particularly over weekends and Bank Holidays.   Members appreciated the risks attached to not having an adequate system in place to try to ensure the eradication of glass in play areas and other sensitive parts of the Council’s premises.  Members discussed generally the activities of those young people causing the problem and the possibility of CCTV, a bottle bank or refundable deposit on glass bottles.

 

Council recognises that the provision of staff on Sundays or Bank Holidays will be expensive and that there is no budget provision to cover routine arrangements in this regard.

 

Council RESOLVED to delegate authority to the Clerk acting in consultation with the Key Members for Recreation Grounds and Finance to make interim arrangements for the inspection of recreation grounds and the removal of glass at weekends and on Bank Holidays.  The total cost of such arrangements not to exceed one thousand pounds.  The Clerk is also directed, acting in consultation with the Key Members for Finance and Recreation Grounds, to bring forward to Council for the August Ordinary meeting, a costed proposal for the continuation of this necessary activity.

 

44.       EPPING TOWN CENTRE

 

Council NOTED that the statutory basis for this item is the Local Government Act 1972, Section 111 and Epping’s Market Charter originally granted in 1253.

 

Council discussed the recent visit of the portfolio holder for Highways from Essex County Council, Cllr N. Hume, and the outcome of that visit. 

 

Members discussed how they could move matters forward in the High Street and market place.  The matters discussed were barriers in the High Street, use of Piazza for chairs and seating, parking issues and progress in the parking review as well as issues surrounding the Theydon Grove pond and a gate and path to the pond as well as the inclusion of benches at the site.

 

Council RESOLVED that a working party should be appointed comprising Councillor Mrs Hedges as Chairman,  Councillor Warner and Councillor Avey, to consider the above matters and report back to Council in due course.

 

45.       FINANCIAL REPORT TO MAY 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.

 

Due to the year-end process, the Clerk was unable to include in the agenda pack a Financial Report. However, a report was tabled and following a brief consideration, members RESOLVED that no action was appropriate at this time.

 

46,       ALLOTMENT TOILETS

 

Council NOTED the statutory basis for this item is the Allotments Act 1922, Section 22.1, the Allotments Act 1950, Sections 9 & 10, and Public Health Act 1936, Section 87.

 

Council considered a recent request for a toilet at the allotment site.  The Key Members report pointed out the financial position in relation to allotment sites as well as the difficulties and cost of providing and maintaining acceptable toilet facilities at the site.

 

Council RESOLVED that while it would be desirable to provide toilet facilities at allotment sites, it was at this time not feasible.

 

47.       FINAL ACCOUNTS FOR 2007/08

 

Council NOTED the statutory basis for this item is the Accounts & Audit Regulations 2003, Section 10 (as amended by Section 11 of the Accounts & Audit (Amendment) (England) Regulations 2006).

 

Council NOTED that the deadline for submission of Council’s accounts has now been brought forward two months and the accounts must be submitted with accompanying information to the external auditor by the end of July.

 

Council reviewed the financial documents as presented which comprise the main accounts information for which Council is responsible.  The Clerk advised Members that the FRS17 statement from Essex County Council’s Pensions service had not yet been received for inclusion in Council’s accounts statements.

 

Council RESOLVED to delegate authority to the Clerk acting in consultation with the Finance Key Member to complete the year-end financial report and to submit all documents to the external auditor in compliance with the new statutory deadlines and on this basis Council authorised the Mayor, on behalf of Council, to sign the accounts documents and annual return.

 

48        GRANTS – BAKERS BENEVOLENT SOCIETY

 

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

 

Council considered an application from the Bakers Benevolent Society for a grant of £100 to provide prizes for a balcony display competition being staged in conjunction with the celebration of 150 years of provision of sheltered accommodation by the Society.  Council RESOLVED to approve a grant to the Bakers Benevolent Society in the sum of £100.

 

49.       PUBLIC TRANSPORT INFORMATION

 

Council NOTED that a new edition of the West & North West Essex Bus Timetable is now available at 50p from the usual retail outlets.

 

50.       MAYOR’S ‘AT HOME’ ARRANGEMENTS FOR 2009

 

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

 

Council consider the Mayor’s proposal to hold the ‘At Home’ in 2009 on a Friday evening.

 

Council RESOLVED to hold the ‘At Home’ on a Friday evening during February 2009 as a finger buffet.  Council also directed the Clerk to circulate a formal reminder to Members prior to all events at which Members are expected to attend.

 

51.       ACCOUNTS FOR PAYMENT

 

Council NOTED the statutory basis for this item is the Accounts & Audit Regulations 2003, as amended by Section 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 pages 34 and 35 of the minute book 2008/09

 

52        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.

 

53.       STAFF WORKLOAD, MANAGEMENT & COSTS

 

Council NOTED the statutory basis for this item is Local Government Act 1972, section 111 and 101.

 

Council considered a report which outlined the legal necessity of Council making all decisions as a corporate body in formally arranged meetings for which public notice has been given.   Members considered the delegation arrangements applicable to a parish or town council as well as the development of the Key Members arrangements within Epping Town Council, and the differences between ‘Key Members’ in a parish or town council and ‘Portfolio Holders’ at the District and County Councils.  The proper functions of the Mayor were also considered in relation to the corporate responsibility of Council for its decisions.

 

Members reviewed the limitations of individual councillors in directing the Council’s staff and the importance of Council working together to ensure staff workload issues are properly addressed and good employment practice is maintained.  Consideration was given to the limited resources available for new projects and the varying capacity of the staff to carry out the wishes of Council at different times of the year because of pre-existing or statutory commitments.  These factors may mean the Clerk will need to reject demands for specific action from individual Members at times or at least will need to negotiate alternative actions.

 

Council NOTED the position in relation to staff workload management and costs.

 

54.       LINDSEY STREET COMMUNITY ASSOCIATION LEASE

 

Council NOTED the statutory basis for this item is Local Government Act 1972, Sections 111 & 145.

 

Council reviewed the situation regarding the above lease arrangement and Council’s previous decisions in relation to lease renewal recorded in minute 114 of 2006/07 and 224 of 2005/06.  Council noted that the freehold interest in the land on which the Community Association premises stands has now been passed to the Town Council and in accord with previous decisions the Clerk has put the redrawing of the lease with the Association in hand with Council’s solicitor.  Council NOTED and APPROVED the action of the Clerk in respect of this matter.

 

55.       COMPLAINT AGAINST THE CLERK

 

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

 

Council considered a letter of complaint received from a member of the public against the actions of the Clerk.  One Councillor reminded Members that the Epping Hall reception area was the public face and first point of contact with the Council for many residents.  He suggested that there had been several incidents of dissatisfaction recently.  Council agreed that there was no evidence of misconduct on the part of the Clerk or any other member of staff.

 

Council RESOLVED that the Town Mayor should write a letter of apology for any distress caused to the complainant and that no further action was appropriate.

 

56.       EPPING HALL – LAND USE ISSUES & JOINT WORKING WITH LOCAL CHARITIES

 

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

 

Council considered opportunities for joint working with local charities, with a view to maximising the use of Council’s land assets, and arrangements for discussion and negotiation of these matters with the District and County Councils.

 

Council RESOLVED to delegate authority to the Clerk acting in consultation with Councillors H Pegrum and A Warner to hold informal discussions with other interested parties with the purpose of determining whether common ground existed.  The outcomes of these discussions to be reported to Council as appropriate.