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HALSTEAD TOWN COUNCIL |
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MINUTES OF FULL COUNCIL MEETING
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Membership:
| Councillor Mrs S Diver | Chairman | Present |
| Councillor Mr Andy Munday | Vice Chairman | Apologies |
| Counvillor Mrs J Allen | Apologies | |
| Councillor M Day | Apologies | |
| Councillor Mrs S Dingle | Present | |
| Councillor C Fox | Apologies | |
| Councillor D Gronland | Present | |
| Councillor D Hume | Present | |
| Councillor Mrs J A Pell | Present | |
| Councillor Mrs E Penn | Present | |
| Councillor M Radley | Present | |
| Councillor Mrs J Sutton | Apologies |
Also in attendance: Public – Mr Ian Tinton; Mr Martin Walker; Mr Sean Davies (Press)
Dawn Wright, Clare Kelly, Kay North (Barnardo’s/Acorn Centre)
Mrs S Greatorex – Town Clerk
Mrs J Smith – Minute Clerk
258. APOLOGIES FOR ABSENCE received from Cllr Munday, Cllr Mrs Allen, Cllr Mrs Sutton, Cllr Day and Cllr Fox
259. DECLARATION OF INTERESTS: Cllr Mrs J Pell Declared NPI – Agenda item 5 – Planning; 17/00961/FUL as member of Courtaulds Sports Ground Management Committee and property is near to the ground. 17/01044/FUL – As agent is known to her. 17/01049/FUL as applicant is known. Declared PI – Agenda item 5 Planning; – 17/00934/FUL as member of Halstead Town Council and PI 17/00575/OUT as immediate family is affected by this application and both Cllr Pell and her husband are Vice Presidents of Halstead Cricket Club which will also be affected. Cllr Pell declared NPI Agenda item 8 as Chairman of H4C. Cllr Mrs E Penn declared NPI Agenda item 5 – Planning; 17/00575/OUT as immediate residents are known to her. Cllr D Hume declared NPI – Agenda item 5, Planning – 17/00934/FUL as member of Halstead Town Council. 1700961/FUL as Secretary of Courtaulds Sports Ground Management Committee and property is near to the ground. 17/01003/FUL as Agent is known. 17/00849/FUL as lives in Pretoria Road. 17/01049/FUL as agent and applicant are known. 17/01044/FUL as both agent and applicant are known. 17/00575/OUT as significant number of objectors are known. Cllr Hume declared NPI – Agenda item 7b as President of Halstead in Bloom a recipient of payment. Cllr Hume declared NPI – Agenda item 8 as has attended meetings of H4C Trustees when invited on behalf of Halstead Town Council (although has not attended for several months). Cllr Radley declared NPI – Agenda item 5, Planning; 17/00934/FUL as member of Halstead Town Council. 17/00961/FUL as member of Courtaulds Sports Ground Management Committee. Cllr Mrs Diver declared NPI for all Councillors – Agenda item 5 – Planning . 17/00934/FUL as member of Halstead Town Council that owns the building. Cllr Diver declared NPI Agenda item 5 – Planning. 17/01049/FUL as owner is known. 17/00961/FUL as member of Courtaulds Sports Ground Management Committee
Before the meeting began Cllr Mrs Shirley Diver, Mayor of Halsted presented a cheque for £1064.00 from the Mayor’s Charity Fund to members of Barnardo’s who manage the Acorn Centre, Halstead.
260. PUBLIC QUESTION TIME: Mr Martin Walker spoke about the planning application for outline permission at Land East of Sudbury Road, Halstead and said that the change of access would mean a 152% increase in traffic exiting Churchill Avenue which was felt to be unsustainable and therefore at odds with planning guidelines. He noted that at the development at Oak Road, Halstead there were measures to slow traffic but that nothing was planned for Sudbury. Mr Walker urged Town Councillors to object to this application.
Cllr Mrs Pell asked a question as a member of the public and said she would like the Council to take issue with Essex County Council about Halstead’s roads. She cited Parsonage Street and Whitehorse Avenue as being particularly bad with large pot holes and uneven surfaces which made navigation difficulty for cycles and motorbikes as well as car drivers. She noted that residents pay Council Tax and asked for better service rather than the red lines that are painted around areas for repair but where no repairs are effected. Other Councillors concurred with this statement and Cllr Mrs Diver said that a list would be compiled and this would be forward to ECC Highways. All Councillors were asked to send details to the Town Clerk who will collate and forward.
Mr Ian Tinton spoke about the Oak Road development where dust is affecting local residents but said he would be concerned about mud on the main A131 when the weather was poor. Cllr Mrs Pell said she had taken up this matter with Braintree DC Planning Department and received a reply detailing all points of concern and noted that road had been swept recently. Cllr Hume said that although he welcomed the fact that the road had been swept once he was concerned that this would not be done on a regular basis and all were asked to monitor the situation and report any perceived dangers.
261. MINUTES To approve the minutes of the Annual Town Council Meeting held on 23rd May 2017. Approval was moved unanimously.
262. PLANNING APPLICATIONS Cllr Hume Chair of Planning took the Chair for this part of the meeting.
Cllr Mrs Pell asked that Standing Orders be put aside to allow for item to be taken out of order. This was seconded by Cllr Hume and moved unanimously.
Cllr Mrs Pell left the meeting at this point
17/00575/OUT. Land East of Sudbury Road, Halstead, Essex – Outline planning permission for up to 206 residential dwellings (including 30% affordable housing, 0.051ha for apartments with care (C2 use class), planting, landscaping, public open space and children’s play area and sustainable drainage system (SuDS). All matters reserved with the exception of three access points. Cllr Hume noted that this area is outside Halstead boundaries and that 1264 documents including individual objections are associated with this application. It was noted that Greenstead Green had lodged two objections and NHS England, Halstead GP practice had objected as well as many individuals. Halstead Town Council had strongly objected to the original application and Cllr Hume said that he found the new proposals for access to be astonishing. It was noted that in the Local Plan this area was not allocated for residential development but that the Local Plan was still in consultation stages and not signed off.
Discussions took place and Cllr Mrs Penn proposed that Halstead Town Council reiterate their original strong objections to this application and noted that the proposed change of access point was significantly worse than the original plan. She cited existing congestion and a number of accidents at this location as a reason for strong objection to the application. This proposal was seconded by Cllr Gronland and carried by unanimous vote.
Cllr Mrs Pell returned to the meeting. Standing Orders were reinstated by unanimous vote.
17/00922/OUT – Store and End of Mayda Close, Halstead, Essex – Application for outline planning permission with all matters reserved for erection of new dwelling. Cllr Hume noted that at present no objections had been raised although he understood that some were to be lodged. It was noted that residents have concerns as road is not adopted and surface is poor. Drainage is also privately managed and it was noted that the junction with Mount Pleasant is often congested with parked vehicles meaning visibility is poor. Residents feel that the road is up to capacity for dwellings. Cllr Radley noted that previous application had been refused on grounds of cramped development and after further discussion Cllr Radley proposed that this Council objects to application on grounds of cramped development and because road is not made up. Cllr Mrs Penn seconded this proposal and it was carried by unanimous vote.
17/00934/FUL – Queen’s Hall, Chipping Hill, Head Street, Halstead CO9 2BY. Change of use to part of the existing building to form offices together with new entrance door and external storage container.
This building is owned by Halstead TC and application was lodged in that name so no discussions took place
17/00961/FUL – 121 Colchester Road, Halstead, CO9 2ES – Amendment to planning permission 16/00696/FUL – amendment to roof. It was noted that this is small change to original plans. Cllr Mrs Pell moved no objection to this application and Cllr Radley seconded the proposal. Vote for proposal was unanimous.
17/01003/FUL – 1 Ravens Avenue, Halstead, CO9 1NZ. Repositioning of front door and erection of new canopy over. It was noted that these plans were very difficult to understand but it was felt that changes were minor. Cllr Mrs Pell moved no objections to this application and Cllr Mrs Diver seconded the motion. Vote was unanimous and motion was carried.
17/00956/VAR – Land adjacent Crossfields, Halstead, Essex. Application for variation of Condition 2 of approved application 15/00328/FUL – House floor levels varied to suit minor revisions to highway and soakaway design and site contours. After discussion Cllr Mrs Pell moved no objections to this application. This motion was seconded by Cllr Radley and was carried by unanimous vote.
17/00849/FUL – 1 Tidings Hill, Halstead, CO9 1BW – Erection of single storey rear extension. After discussion Cllr Mrs Diver moved no objection to this application and this was seconded by Cllr Mrs Penn. Vote for the motion was unanimous, motion carried.
17/01030/FUL – 54 Trinity Road, Halstead, CO9 1AY. Erection of singe storey rear extension to provide enlarged kitchen with dining area and improved, including access to rear garden. Also removal of internal access to garage from living area and reconfigure through utility area connected to newly expanded kitchen. After discussion Cllr Mrs Pell moved no objections to this application and this was seconded by Cllr Radley. Motion carried by unanimous vote.
Cllr Mrs Diver left the meeting at this point
17/01049/FUL – 4 Bourchier Way, Halstead, CO9 1AY. Erection of single storey front extension and porch roof. After discussion Cllr Mrs Penn moved no objection to this application. Motion was seconded by Cllr Mrs Penn and carried by unanimous vote.
Cllr Mrs Diver returned to the meeting
17/01042/FUL – 61 Head Street, Halstead, CO9 2AU. Extension and alterations to cartlodge to form annexe. Councillors noted some confusion about numbering of this property and found that the map showed no. 59 although application stated no. 61. Discussions took place and Cllr Mrs Pell proposed no objection but with provision that this new building should be part of the existing property and tied to occupation of the property. The proposed new building should be subject to Conservation Area reports and there should be adequate parking facilities. Cllr Radley seconded this motion and vote was carried with 3 abstentions.
17/01044/FUL – 62 Nether Court, Halstead, CO9 2HF. Alteration of existing porch and side extension flat roofs to pitched type together with minor internal alterations. After discussion Cllr Hume proposed no objections to this application and this was seconded by Cllr Mrs Pell. Vote was unanimous, motion carried.
17/01062/FUL – Land adjacent 21 Sloe Hill, Halstead, Essex. Erection of 3no. dwellings with access. This was a new application lodged after pre-application advice from Officer. It was noted that this revised plan gave better visibility and Cllr Mrs Penn proposed no objection to this application. Proposal was seconded by Cllr Radley and motion was carried by unanimous vote.
Cllr Hume left the meeting at this point
Cllr Mrs Pell took the Chair
17/00984/FUL – 60 Pretoria Road, Halstead, CO9 2EQ. Proposed single storey side/rear extension together with associated alteration works including new roof to conservatory and detached garage (demolition of existing garage). It was noted that no objections had been received to this application and Cllr Mrs Diver proposed no objections to this application. Cllr Mrs Penn seconded the motion and it was carried by unanimous vote.
Cllr Hume returned to the meeting
Cllr Mrs Diver resumed Chair of the meeting
263. MAYOR’S APPOINTMENTS AND ANNOUNCEMENTS – Chairman noted that the planned fundraising event on 14th June, Ramsey Academy Library and Learning Centre had been cancelled which was disappointing, Report was noted.
264. FINANCE Cllr Radley – Chair of Finance took the chair for this part of the meeting
a)Monthly Finance Report Cllr Radley noted that report was for first two months of current financial year and noted receipts including £2900 received from Braintree DC as return of over collection of Council Tax. He noted that there had been some difficulties with new car parking machines but that compensation for loss of earnings is being sought from supplier.
Cllr Jo Beavis – Braintree DC and Essex CC arrived at the meeting
Expenditure was discussed, including £3000 to be paid to Halstead in Bloom that last year was paid in May but will be paid in June 2017.
Earmarked reserves were discussed and capital account was noted. Chairman said that there was nothing untoward to report and Cllr Radley proposed acceptance of this finance report. Proposal seconded by Cllr Gronland and adopted by unanimous vote.
b) list of payments. Report was reviewed and Cllr Radley proposed acceptance of this list of payments. Proposal seconded by Cllr Gronland and adopted by unanimous vote.
c) Finance – Year-end summary and report on internal auditor’s visit. Cllr Radley noted key points and said that deficit had been reduced by £34000. He noted capital purchases of van and trim trail and reported that general fund was in surplus of £3000. Cllr Radley said he was pleased that accounts were now under control and there had been no loss of service although noted that there was still work to be done.
Cllr Mrs Diver congratulated Chair of Finance and all who had worked hard to bring the finances into better shape
The Cash Account reconciliation at 31st March 2017 was discussed and it was noted that this was the first time a reconciliation had been done. Some adjustments had to be made to bring accounting package and bank account into line but the internal auditor had reviewed and was happy with adjustments. Auditor had signed off the accounts.
Balance Sheet was discussed and Cllr Radley asked Council to note that earmarked reserves are low and felt that these need to be rebuilt against possible eventualities; he urged spending only on essentials for the near future.
Cllr Radley proposed acceptance of these reports and proposal was seconded by Cllr Diver. Proposal was carried by unanimous vote.
d) Approval of annual governance statement Cllr Radley noted that statement had been signed off by Internal Auditor and proposed that statement be accepted. Proposal was seconded by Cllr Gronland and carried by unanimous vote.
e) Agreement to any adjustments on account Cllr Radley had already explained adjustments and why they were necessary. Cllr Mrs Pell proposed that necessary adjustments be made and this was seconded by Cllr Mrs Penn. Proposal was adopted by unanimous vote.
f) Approval of year-end accounts for audit Chairman explained that it was necessary to have Council’s approval and proposed approval of year-end accounts. Proposal was seconded by Cllr Mrs Penn and adopted by unanimous vote.
g) Annual approval of list of assets Chairman explained that this list showed book value and was not for insurance purposed. Cllr Radley proposed acceptance of this list of Council assets. Proposal was seconded by Cllr Dingle and vote was unanimous.
h) Cost of 12 motifs for Christmas lights Cllr Pell said that she had raised with Clerk that lamp posts are not owned by Braintree DC but by Essex CC and that in the past any request to fix items to lamp posts had been rejected. Clerk noted that Braintree DC had given permission for all lights in the Public Gardens but not for streets. Request had been made to Essex CC but as yet no replies had been received. Motifs had been costed at £150 each and it was said that the proposed showing of lights in the Public Gardens would not take place after the meeting as planned as it would not be dark enough. After further discussion Cllr Mrs Diver proposed that 12 motifs be purchased at cost of £150 each for fixing to lamp posts in High Street subject to permission being given by Essex CC Highways and proposed that if permission was denied then they would be fixed to buildings in High Street subject to owners’ permission. Proposal was seconded by Cllr Mrs Penn and was carried by unanimous vote.
Cllr Ms Beavis said she would take this matter back to Essex CC
Cllr Mrs S Diver resumed Chair of the meeting.
265. COMMUNITY HALL – Verbal report was given by Cllr Mrs Pell who said that the FIT team are working with H4C to obtain grants. The proposed visit to Gamblingay will go ahead in the near future. It was noted that Cllrs Radley and Gronland will meet with Brian Day in the near future. Report was noted.
266. YOUTH Cllr Mrs Penn reported that she had been invited to attend an Essex Youth Strategy meeting with Braintree DC’s Youth Officer but that this meeting had been cancelled at short notice and was now rescheduled for 21st June. However she had the opportunity to speak at length with Youth Officer and had visited the Youth Bus together with another volunteer. It was planned that there would be a ‘walk round’ to talk to young people on the street in the near future. Chairman noted that matters are now moving forward. Report was noted.
267. DISTRICT COUNCILLORS’ REPORT Cllr Mrs Pell noted that the Local Plan had been discussed recently and had been agreed and would now be put to Public Consultation. She noted that fewer than normal applications had been received from Halstead and that she, Cllr Hume and Cllr Gronland would meet in the near future to discuss and list all applications affecting Halstead. Cllr Mrs Pell reported that she had attended a Member Development Meeting and was pleased to announce that Braintree DC have been awarded a Charter Mark for Member Development. She noted that this application for Charter had been led by Cllr Jo Beavis and said that the Examiners had been thrilled with what they saw and congratulated Braintree DC as being a forward thinking Council. Cllr Mrs Pell will be attending further Development meetings in the near future.
Cllr Mrs Pell announced that Nicola Beach, Chief Executive Officer would be leaving Braintree DC to take up a post at Essex CC in the near future and said that she had given excellent service to Braintree DC. Andy Wright would be Acting C.E.O. and interviews would take place later in the year. Cllr Mrs Pell asked that a letter be sent from Halstead TC to thank Ms Beach for her work and wish her well for the future. Clerk to write.
Cllr Hume noted that debate would take place about the Local Plan and noted that Halstead By Pass is on the plan. Report was noted.
268. CHRISTMAS FAYRE. A report was before Council regarding winding up of Town Team and a meeting to discuss the future of Halstead Christmas Fayre. Funds will be transferred to Halstead Town Council, and held in a separate account but Cllr Radley said it should be noted that Council Staff do not have the resources to manage the Fayre. Discussions took place regarding report and it was noted that Robin Greatorex has agreed to be main co-ordinator for the Fayre. Cllr Radley proposed acceptance of the report but noted that the process should be better defined and control must remain with Halstead Town Council to ensure no overspend. This was seconded by Cllr Gronland and carried by unanimous vote.
269. ANNUAL TOWN REPORT Report was before Council following suggestions that a report should be prepared for the Annual Town Meeting detailing expenditure and income for the year with details of Council activity and achievements. It was said that the first Annual Town Report will be given on 14th May 2018, prepared by Clerk. It was said that the usual District and County reports would also be given at Annual Town Meeting. Cllr Mrs Pell proposed that an Annual Town Report be prepared and this was seconded by Cllr Hume. Vote was unanimous. Motion carried.
270. ROYAL MAIL PARKING PERMITS FOR CHAPEL STREET CAR PARK
Cllr Gronland noted that request was for limited parking between 8am and 10am when car park was not busy. Cllr Gronland proposed that Council agree this reasonable request and this was seconded by Cllr Hume. Vote for the proposal was unanimous.
271. REQUEST FOR PARKING RESTRICTIONS IN BROOK FARM CLOSE
Cllr Gronland said that there is a difficulty at present with builders’ vehicles from the Central Park site being parked, sometimes blocking access/egress to properties in the Close. It was said that poor parking is a matter for police and not for Council. It was suggested that residents should be encouraged to speak to the site Manager. Cllr Pell thought that resident with a disabled daughter may be successful with an application for a dedicated parking bay outside their house but that they would have to speak to Planning Authority on this matter.
After discussion Cllr Pell proposed that a recommendation be made to residents that they apply for a dedicated parking bay outside their house and that residents be advised to report bad parking to police. This proposal was seconded by Cllr Hume and vote for motion was unanimous and therefore carried.
272. REQUEST FOR SPEED LIMIT IN KINGS ROAD AND MITCHELL ROAD
Cllr Gronland said that it would be difficult to enforce any speed restrictions in this area and noted that previous surveys had shown conformity to existing limits.. Cllr Mrs Pell asked if there could be clarification and signage to ensure that traffic progressed correctly around the roundabouts in Mitchells Avenue. Cllr Gronland proposed that he contact Ringway Jacobs, Highway Contractors, informally to discuss the matter about speed restrictions and also about signage on roundabouts. This was seconded by Cllr Mrs Penn and vote was carried unanimously.
273. UPDATE ON THE FOOTBRIDGE BETWEEN RIVERSIDE COURT AND CHAPEL STREET CARE PARK Cllr Mrs Pell and Cllr Hume had attended a meeting called by Sainsbury’s with Ringway Jacobs, ECC Highways. It was noted that ECC Highways had blocked off access to the footbridge on health and safety grounds but would not take ownership of the bridge. It was said that local residents are angry at the eyesore and lack of access and pressure is being applied to get this matter resolved as soon as possible. Cllr Hume said that no agency has offered to take responsibility for the bridge and that a cost of between £80000 and £130000 have been put forward for repairs to be made. ECC Highway engineers have said they will look again and produce a report on costs of repair but that ownership of the bridge will have to be established. It was noted that HTC should consider setting aside a small sum that could be contributed towards repair/ownership. Cllr Mrs Pell proposed that Halstead TC put aside a small amount in the budget 2018/19 that could be used as a contribution towards the footbridge. Proposal was seconded by Cllr Hume and vote was unanimous.
Cllr Ms Jo Beavis agreed that someone must take the lead in getting the footbridge open and said that Essex CC have agreed to take on this lead and affirmed that she would take this to Highways panel for costing and feasibility. Cllr Beavis noted that Crown Estates also have an interest in the bridge, but thought that enough was enough and resolution must be sought urgently. Braintree DC are investigating whether any S106 money might be available. She felt that the local highways panel would be accountable rather than ECC and hoped that Sainsbury’s might also contribute. It was hoped that some agreement may be reached in September and that matters might then go forward to resolution. Cllr Mrs Diver proposed that Council note the report and keep up the pressure to bring this matter to satisfactory conclusion. This was seconded by Cllr Gronland and carried by unanimous vote.
274. COMMUNITY FRIDGE Clerk noted that Halstead TC has received an invitation from the person who manages Botley Community Fridge in Oxford to join a meeting of fridge managers and people who are setting up community fridges. Cllr Dingle and Town Clerk would like to attend. Discussion took place about whether representatives should attend this meeting or travel to Southend as was originally proposed but Cllr Dingle said it would be more beneficial to meet with other organisers rather than visit site of a fridge already set up. It was said that the only expense would be for mileage. Cllr Dingle proposed that Council fund a trip for herself and Town Clerk to visit Botley, Oxfordshire to gain information and write a report. Proposal was seconded by Cllr Mrs Diver and vote was carried with 2 abstentions.
275. QUEEN’S HALL UPDATE Clerk gave a verbal update and said that planning application had been lodged with result being scheduled for mid July. 3 quotes have been obtained for each stage of work and all hirers of the hall have been informed. It was hoped that works could begin on 24th July and it was stated that the Hall would be closed to hire for 2 to 3 weeks so would re-open in mid August. It is noted that the working group of Cllrs Radley and Munday and the Clerk would decide which quotes to accept and to put work in hand when required. Cllr Radley asked if any bookings have been cancelled and was told that this was avoided where possible. Existing hirers have been offered alternatives and have been amenable to suggestions.
Cllr Gronland asked for clarification on why the offer of move to former Halstead Police Station was refused. It was said that the new owner of Halstead Mill had offered to purchase the building for lease to Town Council but had not been prepared to accept the short lease term required by Council prior to a move to new Community Hall when built.
Chairman thanked Clerk for the update and looked forward to further reports when available.
276. EXCLUSION OF PUBLIC AND PRESS
To give consideration to adopting the following resolution:- ‘That in view of the confidential nature of the business about to be transacted an pursuant to the provisions of section 1 (2) – of the Public Bodies (Admission to Meetings) Act 1960, as amended, the public and the press be temporarily excluded from the meeting.
There were no confidential matters to discuss.
There being no further business, Chairman closed the meeting at 09.20 p.m.