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HALSTEAD TOWN COUNCIL |
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MINUTES OF FULL COUNCIL MEETING |
Membership:
| Councillor A Munday | Chairman | Present |
| Councillor M Radley | Vice Chairman | Present |
| Councillor Miss J Atkinson | Present | |
| Councillor P Caulfield | Apologies | |
| Councillor P Claydon | Apologies | |
| Councillor Mrs S Dingle | Apologies | |
| Councillor M Fincken | Present | |
| Councillor D Gronland | Apologies | |
| Councillor D Hume | Apologies | |
| Councillor Mrs J A Pell | Present | |
| Councillor Miss L Smith | Apologies | |
| Councillor G Warren | Present |
Also in attendance: Public: Ms H Wolf, Ms E Penn, George Ware (Press)
Sarah Greatorex (Town Clerk)
Julia Smith (Minute Clerk)
209. APOLOGIES FOR ABSENCE. Apologies were received from Cllr Ms Smith due to work pressures and Cllrs Gronland, Hume, Caulfield, Claydon, Mrs Dingle as vulnerable and following Government Guidelines in the COVID-19 emergency. Cllr Munday proposed acceptance of these apologies. Proposal seconded by Cllr Pell and carried by unanimous vote.
210. DECLARATION OF INTERESTS: .Cllr Mrs Pell declared NPI Agenda item 5-planning 20/000269/FUL as member of BDC. NPI Agenda item 7b and 7b(a) as member of Courtaulds Sports Ground Management Committee (CSGMC) NPI Agenda item 8 as member of H4C. NPI Agenda item 17 as BDC is owner of part of this land. Cllr Warren declared NPI Agenda item 7b and 7b(a) as member of CSGMC. Cllr Ms Atkinson declared NPI Agenda item 17 as member of the 21st C group concerned with conservation. Cllr Radley declared NPI Agenda item 5-planning 20/00270/HH as objector is a friend. NPI Agenda item 7b and 7b(a) as member of BDC. Cllr Munday declared NPI Agenda item 7b and 7b(a) as member of BDC and item 5 as a member of BDC planning committee.
211. a) Presentation by Jo Clarke on behalf of St. Helena’s Hospice was postponed due to health concerns and Government advice.
b) Update from the HAPPY group with presentation was postponed due to health concerns.
c) Public questions : Ms Helen Wolf spoke as member of the 21st Century Group concerning the Heritage Open Day with 5 events planned in the District and hoped that more can be added to this Open Day
Matter will be raised at next Full Council meeting of Braintree DC. Regarding the Conservation area the Group is pleased to see that there is to be a consultation regarding Halstead’s Conservation Area and the changes that should be made to include an area not included in previous reports. A letter was sent by 21st C Group in January and Ms Wolf hoped that this could be actioned. Discussion took place regarding this matter and it was agreed that this will be reviewed at later Agenda item. Ms Eileen Penn asked if there was any news on renewal of the heritage lamp posts in Halstead High Street. Cllr Mrs Pell said that Halstead’s District Councillors have been invited by BDC to a meeting to look at the whole of Halstead Town Centre and the matter of lamp posts will be raised and conclusions brought back to Council meeting. It was suggested that residents continue to write to Essex Local Highways Panel detailing concerns.
212. MINUTES To approve the minutes of the Town Council Meeting and minutes of Town Council Meeting in Private Session held on 11th February 2020. Minutes had been circulated and proposal to adopt minutes of Town Council Meeting of 11/02/20 was proposed by Cllr Munday and seconded by Cllr Ms Atkinson. Vote was taken and minutes were adopted with one abstention.
213. PLANNING APPLICATIONS
Cllr Mrs Pell took the Chair for this part of the meeting, it was said that all planning matters on this agenda item had been discussed with Cllr Hume, Chairman of Planning,
Cllr Munday left the meeting at this point as member of BDC Planning Committee
20/00037/HH – 15 East Mill, Halstead Essex. Erection of a two storey side and rear extension. Chairman said that there were 2 objections to this application regarding parking and vehicle turning areas. It was noted that there had been a previous, similar application that had been refused and turned down on appeal. It was noted that this application is for an extension that would effectively double the size of the house and seemed to be overdevelopment and out of proportion with existing buildings. Cllr Ms Atkinson noted the lack of parking facilities and Cllr Fincken felt that this would change the character of the area. Cllr Radley proposed objection to this application on grounds of overdevelopment and lack of parking facilities. He asked that if this application was granted that the extension be tied to existing property and not used as a separate dwelling. Proposal was seconded by Cllr Ms Atkinson and carried by unanimous vote.
20/00270/HH – 5 Ashlong Grove, Halstead, Essex. Single storey rear extension and loft conversion comprising of rear and side dormers and the raising of the roof. Chairman noted that there was an objection to this application asking for obscure glass to be used on all windows overlooking neighbouring property. Cllr Radley noted that there is a proposed large balcony to the rear of the property that could be used for recreation and would overlook the property to the rear. Cllr Radley proposed objection to this application as the size and shape of proposed balcony would impact on overlooking nearby property. He asked that if this application were granted that all windows facing to the rear should have obscure glass. Proposal was seconded by Cllr Warren and carried by unanimous vote.
20/00269/FUL – Parkfields Baptist Church, White Horse Avenue, Halstead, Essex. Demolition of Baptist Church and erection of 4no. dwellings. Chairman noted that a previous application was for 3 dwellings at this location but the current application was for 4, very small, dwellings with just 4 parking spaces. It was noted that access to the site is on the corner of Whitehorse Avenue/Conies Road that is a congested area. There are objections regarding roofline and rear windows overlooking adjacent properties. No pre-planning advice had been taken. Cllr Warren proposed objection to this application as it is overdevelopment of the side and poor access to properties also that development is out of keeping with the area. He asked that if application is granted all windows to the rear should be obscure glass to avoid disturbance of neighbours. Proposal was seconded by Cllr Ms Atkinson and carried by unanimous vote.
W0/00303/HH – 1 Nether Court, Halstead, Essex. Increase the length of the dropped kerb from 2.75M to 4.5M. It was noted that this is a double paved area and that current dropped kerb gives access to only half of this area. Cllr Mrs Pell proposed no objection to this application. Proposal was seconded by Cllr Ms Atkinson and carried by unanimous vote.
Cllr Munday returned to the meeting
Cllr Mrs Pell passed Chair of the meeting back to Cllr Munday
214. MAYOR’S APPOINTMENT AND ANNOUNCEMENTS Chairman noted two events attended and said that attendance at future events would be decided on a case by case basis. Cllr Munday proposed that Council note this report. Proposal seconded by Cllr Radley and carried unanimously.
215. FINANCE. Cllr Radley as Chair of Finance presented Finance Reports.
a) Income and Expenditure Report for the month of February. Cllr Radley noted that income with one final month of the year remaining is running at 2.7% above expected and said that the amount of £6300 for coach outings would need to be included in year 20/21 finances. Queen’s Hall bookings were the highest for some years it was said. On expenditure there were two large items of note – expense on lawnmower at Courtaulds Sports Ground and refurbishment of ladies’ toilets at Queen’s Hall both of which had been agreed. The sum of £3000 credit shown in environment budget reflected monies not paid although in budget for policing. All in all the expenditure was 2% below budget meaning Council was in a good financial position. On reserves it was said that work on trees in churchyards was complete and cost £4750. Cllr Mrs Pell gave thanks to Council for the provision of CCTV at Courtaulds Sports Ground that had made a great difference to the area. Cllr Radley proposed acceptance of the Income and Expenditure Report for February. Cllr Munday seconded the proposal and it was carried by unanimous vote.
b) and b(a) List of payments to be approved in March. Cllr Warren queried the amount paid to Kalamazoo and was told that this is a stock of handwritten parking tickets that will last a long time. Cllr Radley proposed acceptance of items 7b and 7b(a) payments to be approved. Proposal was seconded by Cllr Mrs Pell and carried by unanimous vote.
c) Monthly Reconciliation Report – bank and petty cash accounts. Cllr Radley proposed acceptance of the report. Cllr Munday seconded this proposal and it was agreed by unanimous vote.
d) To Receive a report on the cost of installing taps on 2 of the allotment sites. Report was before Council and the cost additional to original quote was noted. Clerk said that Upper Fenn Road site was the only one which had requested water and it was proposed to purchase a large enclosed water butt to be used by all – this would need to be refilled by Council staff when needed. The cost for this would be £430 including delivery. Cllr Mrs Pell asked that attention be given to safety, particularly of children and this was agreed. Cllr Mrs Pell proposed acceptance of this cost for installing water butt at Upper Fenn Road Allotment Site. Proposal was seconded by Cllr Warren and carried by unanimous vote.
e) To approve the 2020 Parking Order. It was noted that there are basically no changes to the Parking Order, only to accommodate the proposed electric re-charging spaces. It was queried whether the ‘free after three’ current concession was noted, it was said that this did not form part of the Parking Order and is at the discretion of Council. It was noted that the Parking Order now covers Courtaulds Sports Ground. Cllr Radley proposed approval of the 2020 Parking Order. Proposal was seconded by Cllr Munday and carried by unanimous vote.
Cllr Radley handed back Chair of the meeting to Mayor Cllr Munday
216. COMMUNITY HALL.
a) Verbal update from H4C : Cllr Mrs Pell noted that there would be an application lodged for hoardings around the site in Butler Road, the previous application being withdrawn before discussion. It was hoped that this new application would be approved so that de-contamination work could proceed.
b) Verbal Update from HTC Working group for the Community Hub: Cllr Radley reported that group had not met, but that a meeting had taken place with H4C trustees and it was agreed that a meeting should be arranged with Essex CC regarding the Halstead Library. Community Hall updates were noted.
217. DISTRICT COUNCILLOR REPORTS.
a) Written Report from Cllr Radley had been received and circulated.
Cllr Munday noted attendance at two planning meetings and a member development training event and also the BDC budget meeting.
Cllr Mrs Pell reported meetings with Partnership development and Halstead Public Gardens as well as two Council meetings where budgets were discussed. A meeting with BDC and Fusion had taken place and Cllr Mrs Pell had lodged objection to the fact that Fusion was moving to a non-cash payment situation. She felt that this would be detrimental in the Halstead area and a meeting has been arranged at the Sports Centre to discuss the way forward. With regard to the New Street site in Halstead it was reported that there is an interested party who will be seeking planning permission and if/when granted development will go ahead. Cllr Mrs Pell had attended a Community Development Group meeting regarding woodlands and three woodlands had been visited. The proposed merger between GreenfieldsCH and Colne Housing had been discussed. Access to sport in the District had been the subject of a meeting as had the Live Well campaign and discussions about dementia and the current COVID-19 situation. It was said that plans are in place to deal with health emergencies. The redevelopment of Halstead High Street is still on the cards to be discussed. There is to be a trial of signage about litter on major routes within the town. A Partnership Development meeting was adjourned for the present.
It was noted that Cllr Hume had given apologies for not reporting this month.
Cllr Munday proposed that that District Councillor reports be noted. Proposal was seconded by Cllr Ms Atkinson and carried by unanimous vote.
218. TO RECEIVE CHAMPIONS UPDATES
Cllrs Gronland and Radley – Surgery: Cllr Radley reported that the Practice Manager had left and no replacement had been appointed at present.
Cllrs Hume and Caulfield- Education: Report was postponed until April
Cllr Ms Smith and Cllr Mrs Pell– Tourism Cllr Mrs Pell reported that the Braintree Tourism website had been well received and that staff are willing to assist when required.
Cllr Fincken and Cllr Ms Atkinson – Open Spaces and River. Cllr Fincken said that the Open Spaces report had been produced and note had been made of possible expenditure of the ‘up to £10K’ scheme – a meeting will take place with Nicola Murphy (BDC) to discuss this matter further. It was noted that there is £50K of unallocated money at present.
Cllr Fincken noted that the grant application for work at the former picnic area of Halstead Public Gardens had not been successful and it was thought that perhaps some of the £10K money could be used here. Mill Chase PF and Kings Road PF were also thought to be possible areas where this money could be used. It was said to be important to follow BDC laid down procedures when looking at expenditure. Other areas under discussion were the River Walk (Parsonage St. to Colchester Road) that could be developed and Cllr Munday asked if a bench could be provided on the stretch near to the Football Ground. It was said that any area for expenditure must be on the Action Plan. Cllr Ms Atkinson spoke about the footpath from Bluebridge to Colne Engaine which, it was said, is a Public Footpath but under private ownership. There is a steep slope that is not accessible to all and which is in a poor state. It was noted that further discussions would take place with Nicola Murphy and one large scheme would be formulated. Cllr Radley said that there should be a priority list and Cllr Fincken said that this would be discussed.
Cllr Warren and Cllr Caulfield- Police there was nothing to report this month.
Cllr Munday asked that Champions’ reports be noted
219. TO RECEIVE AN UPDATE ON THE RIVERSIDE BRIDGE.
There was no report this month
220. TO RECEIVE A REPORT ON HOLY TRINITY WALL. Clerk said that survey had been carried out and report would be given in April. Report was noted.
221. TO RECEIVE AN UPDATE REPORT ON ELECTRIC VEHICLE CHARGING Clerk had found that land had not been registered – although it is under Halstead TC ownership. Registration has been lodged at a cost of £40. Report was noted.
222. TO APPROVE CHRISTMAS OFFICE HOURS 2020 Cllr Mrs Pell proposed acceptance of this report. Proposal was seconded by Cllr Munday and carried by unanimous vote.
223. TO RECEIVE A REPORT ON MEETING WITH THE EMPIRE THEATRE ON 3rd FEBRUARY. It was noted that this meeting did not reach a conclusion on the matter of the outstanding changes to the lease and this matter has been rescheduled as the Solicitor for Empire Theatre had been delayed and the meeting rescheduled. It is hoped that the matter of the lease will be resolved as soon as possible. It had been agreed that the roof should be ‘patched up’ for now to allow for necessary work to be effected at Holy Trinity Wall. Regarding doors, where new hardwood doors were the preferred option Cllr Munday had stated that he would try to use his Councillor grant to contribute to the cost of these doors. It was said that Trustees of Empire Theatre had shared their experience of managing large events in the Public Gardens and Halstead TC appreciated this offer. It was said that Empire Theatre has started to pay the increased rent agreed. Cllr Radley said that it was important to tie up lease details as soon as possible and this was agreed by Cllr Munday. Cllr Munday proposed acceptance of this report. Proposal was seconded by Cllr Radley and carried by unanimous vote.
224. TO RECEIVE A REPORT ON A PROPOSED CYCLE TRACK FROM HALSTEAD TO CHAPPEL. It was noted that there is a proposal to develop a cycle track along the former railway line from Halstead to Chappel. Cllr Munday proposed that HTC would support this proposal but would need to see costs. Clerk should arrange a meeting with Earls Colne Council to discuss costs and bring this back to future Council meeting. Cllr Ms Atkinson seconded this proposal and it was carried by unanimous vote.
225. TO RECEIVE A REPORT ON THE HALSTEAD TOWN CENTRE CONSERVATION AREA. Report was before Council and Cllr Ms Atkinson noted that the previous designation of Conservation Area had not included two properties that should have been listed and noted that they had not been included in recent review. It was hoped that Halstead TC could request an appraisal of the Halstead Town Centre Conservation Area in the near future and that this should include all land East of High Street. Cllr Ms Atkinson said that the WW11 Shelters must be preserved. Cllr Mrs Pell said it was difficult for BDC Councillors to comment as part of the land was owned by BDC. Cllr Fincken said that the boundaries of the land should be looked at in detail and suggested that Halstead Town Councillors should meet with 21st Century Group to discuss this matter. Cllr Munday suggested that Cllr Fincken and Cllr Ms Atkinson arrange this meeting and Cllr Ms Atkinson asked that Halstead TC send a letter to BDC for discussion at the Full District Council Meeting due to take place the following week. Cllr Ms Atkinson therefore proposed that Halstead TC write a letter of support for a reappraisal of Halstead Town Centre Conservation Area to Braintree DC that will be received before next scheduled meeting of BDC on 23rd March. Proposal was seconded by Cllr Fincken and a vote was taken. Three votes for proposal and 3 abstentions – Motion carried.
Cllr Fincken proposed that HTC Champions meet with members of 21st Century Group to discuss the way forward and then meet with Halstead TC and Braintree DC to formulate a plan. Proposal was seconded by Cllr Ms Atkinson and a vote was taken. Three votes for proposal and 3 abstentions – Motion carried.
226. TO RECEIVE A REPORT ON PARKING ON MARKET HILL. It was reported that HTC has received a request for support on changing the parking rules on Market Hill on Fridays. At present there are parking restrictions from 6am to 6pm although there are very few stalls now attending Friday market. There are no parking restrictions on Saturdays although there are market stalls attending. The managing agent had been contacted and made comments; the parking partnership had also been contacted and they had said that changes could be applied for but would need to be supported by Town Council. Cllr Radley said that changes, if any, should be made for the people of the town, not just for traders and Cllr Ms Atkinson said that she felt some revisions should be made. Cllr Radley proposed that part of the Market Hill area should be de-restricted on Friday and that time of restrictions should be reduced to 6am to 2pm. If this is agreed by market traders. Cllr Fincken seconded this proposal and vote was 5 votes for with one abstention. Motion carried. Town Clerk was asked to look at how to proceed on this matter.
227. TO RECEIVE A REPORT ON THE CORONAVIRUS It was said that Council has responsibility to all employees, the public and to Councillors and therefore a draft action plan had been drawn up. It was said that COVID-19 was a specific disease and that the action plan was proposed to deal with the current outbreak. Cllr Fincken said that he was concerned about the role of Councillors who are responsible for all residents and the Town despite any difficulties and was concerned that the democratic processes be retained. Cllr Fincken felt that the plan as written was too narrow and that all Councillors should be involved in any decisions. Cllr Munday recognised those concerns and said that this was a first draft that was to be amended to suit all members’ viewpoints. After lengthy discussions that involved extending Standing Orders, by vote, on three occasions the following contingency plans were decided:
1) Monthly Agenda and Reports. Agenda will be circulated to Councillors and published for public viewing a week before date of proposed meetings. Public and Councillors will then have one week – up until the usual time of 7.15pm on date of meeting – to make comment or ask questions. On the date fixed for meeting Chairman, Vice Chairman and Town Clerk will look at all comments and put forward proposals, by email to all Councillors, and Councillors will then be asked to vote, by email on the proposals. It was said that this will allow for the audit trail in writing to be lodged in minute book.
2) Annual General Meeting and Annual Town Meeting. It was said that these two meetings have different parameters to normal Town Council Meetings and arrangements should be put in place and contingency plans should be agreed in line with Government and NALC advice. Cllr Mrs Pell asked that if there is to be self-isolation how will this affect the ‘6 month rule’ for Councillor attendance. This is not known and details will be requested.
It was said that following all necessary guidelines and advice Town Clerk, Chairman and Vice Chairman could put proposals forward to Councillors who would have the opportunity to vote by email to allow for audit trail.
3) Staff Advisory Committee Meetings. It was said that there is a public element to these meetings that would have to be suspended upon Government/NALC advice. Cllr Fincken said that there was an outstanding issue that needed to be resolved and Councillors were concerned that discussions by email would take away interactivity. Cllr Fincken said that it would be unfair to suspend all discussions and after more queries and points were put forward it was decided that the procedure for these meetings should be similar to those lodged at point 2 allowing for Government and NALC advice but that Town Clerk and the chairman of the SAC be allowed to work together to try an establish a way forward that included the necessary interactivity that is important within this committee.
4) All Other Meetings. It was agreed that Council business could not come to a standstill, and that democratic process must be observed at all times. After lengthy discussion it was decided that with Government and NALC advice Chairman, Vice Chairman and Town Clerk should review each situation on a case by case basis.
Part 2. Council Staff Office and Museum. Clerk said that if staff were to work from home – as may be required – additional members of staff would need to have access remotely to Council system. It was agreed that this would need to be facilitated. It was agreed that Council Office Phone Line should be diverted to staff phone as required. It was agreed that Town Council should monitor Government and NALC advice and proceed accordingly and as required. It was agreed that Museum Staff should be discouraged from entering the Office in line with members of the public. It was said that staff should follow all guidelines regarding self isolation and working from home as required. Councillors were asked to refrain from visiting the Council Office. If these steps are taken notices will be displayed on all town notice boards and on web site and social media. Notices will be displayed on entrance door and relevant phone numbers/email addresses will be given. Staff will continue to work as is practicable.
Part 3. Queen’s Hall. Town Council will look at Government restrictions and NALC guidelines and decisions will be taken by Town Clerk and Chairman to temporarily close the Hall for any meetings/occasions. Hirers will be refunded any monies paid.
Part 4. Mayoral activities. A) Civic Service – due 3rd May. Lengthy discussion took place about this service and Cllr Fincken proposed that the Civic Service 2020 should be cancelled forthwith. Proposal was seconded by Cllr Warren and vote was taken. 2 votes for. 1 against. 3 abstentions. Motion carried.
B) any other activities. It was agreed that based on Government Guidelines and NALC advice decisions would be taken on a case by case basis by the Mayor.
Part 5. Other HTC organised activities. a) Easter Egg Hunt. It was decided that this will be cancelled forthwith. b) Council Outings 2020. It was said that the first two outings are in May and June and after discussion Cllr Warren proposed that these two outings be cancelled and money refunded. Proposal was seconded by Cllr Ms Atkinson and carried by unanimous vote. It was said that further outings will be reviewed following Government and NALC advice
Cllr Munday proposed that all the above changes of action should be put into place subject to NALC agreement that they are following legal process. Proposal was seconded by Cllr Warren and carried by unanimous vote.
Clerk to re-write and circulate the updated Action Plan for final agreement.
228. 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 and 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’
229. TO DISCUSS THE AWARD OF A MAINTENANCE CONTRACT.
230. TO DISCUSS THE AWARD OF AN EVENTS CONTRACT.
There being no other public business to discuss meeting closed at 10.07 pm.