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HALSTEAD TOWN COUNCIL |
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MINUTES OF FULL COUNCIL MEETING (Virtual meeting using Zoom at 18.25) |
Membership:
| Councillor A Munday | Chairman | Present |
| Councillor M Radley | Vice Chairman | Present |
| Councillor Miss J Atkinson | Present | |
| Councillor P Caulfield | Present | |
| Councillor P Claydon | Apologies | |
| Councillor Mrs S Dingle | Present | |
| Councillor M Fincken | Present | |
| Councillor D Gronland | Present | |
| Councillor D Hume | Present | |
| Councillor Mrs J A Pell | Present | |
| Councillor Miss L Smith | Apologies | |
| Councillor G Warren | Present |
Also in attendance: Sarah Greatorex (Town Clerk)
Cllr Munday welcomed councillors to the meeting, and wished everyone well in these difficult times.
233. APOLOGIES FOR ABSENCE. Apologies were received from Cllr Ms Smith due to work pressures and Cllr Claydon as he was unable to join the meeting via Zoom. Cllr Munday proposed acceptance of these apologies. Proposal seconded by Cllr Gronland and carried by unanimous vote.
234. DECLARATION OF INTERESTS: All BDC councillors declared NPI for item 14, as the allotment land is currently owned by BDC. Cllr Mrs Pell declared NPI Item 5 land adjacent Broton Drive as trustee of H4C, NPI Item 7B as member of CSGMC, NPI item 8 as Trustee of H4C, NPI Item 14 as member of BDC. Cllr Gronland declared an NPI for Item 8, as a member of the HTC working group on H4C. Cllr Hume declared NPI under Item 5 planning, for 20/00496/HH as the applicant is known to him, for 20/00522/VAR as the agent is known to him, and 20/00388/FUL because of his previous involvement with H4C, and Items 7a, 7b and 7d as a member of CSGMC.
Cllr Warren declared NPI Agenda item 7a and 7d as member of CSGMC.
Cllr Ms Atkinson declared NPI Agenda item 5 20/00388/FUL as a member of the HTC working group on H4C.
Cllr Radley declared NPI Agenda item 5-planning 20/00388/FUL as the HTC representative with the H4C trust.
Cllr Munday declared NPI Agenda item 5 as a member of BDC planning committee.
Cllr Fincken declared NPI Agenda item 237, planning application 20/00412/HH
235. PUBLIC QUESTIONS: Request for a pump track received by email from Alan Thomson
An email had been received from resident asking that a pump track (for bikes, scooters and skateboards) be developed at the Willow Park site. He had also contacted the developers Bellway homes, for their assistance, but they have said they are unable to help in any way at present. Cllr Dingle felt that the lack of cooperation displayed by Bellway Homes should be publicised in the paper. Cllr Radley said that the S106 agreement on Willow park was very clearly laid out and documented. Paths had already been established and a play area has been provided for. Other S106 contributions from this development will go towards tennis courts at Courtaulds sports ground and towards health care and education. It is likely that if something different were required it would need a new planning application. Cllr Munday suggested that the Open Space champions should be involved. Cllr Fincken responded to say that the idea of a pump track was not a bad one, but needed a lot more discussion in further detail to see if it was desirable and what the exact location would be. Cllr Atkinson said that such a track could be put on the OSAP but such things were planned years in advance. In addition, Cllr Radley pointed out that ownership of the track would need to be established before the track could be placed on the OSAP. The resident would also be made aware of the plans for the skate park at the Ramsey Road Recreation Ground. After further discussion Cllr Hume suggested that the Clerk send a holding letter explaining HTC’s position, and the need to involve BDC and the Crime Prevention Unit.
Cllr Munday proposed that the Clerk write a holding letter while the Clerk investigates further. This was seconded by Cllr Fincken and agreed unanimously.
236. MINUTES – To approve the minutes of the Town Council Meeting and minutes of Town Council Meeting in Private Session held on 16th March 2020. Minutes had been circulated and proposal to adopt minutes of Town Council Meeting of 16/03/20 was proposed by Cllr Fincken and seconded by Cllr Mrs Pell. Vote was taken and minutes were adopted, 8 in favour with 2 abstentions. .
237. PLANNING APPLICATIONS
Cllr Hume, Chairman of Planning, took the Chair for this part of the meeting
Cllr Munday left the meeting at this point as member of BDC Planning Committee
20/00388/FUL – Land Adjacent (south of Broton Drive, Halstead, Essex – Temporary Site Hoarding Application (3 years) for new Halstead Community Centre. Cllr Pell left the room for this item. It was agreed that this was a very difficult matter for HTC to discuss because of HTC’s involvement with H4C over many years. Cllr Atkinson proposed that HTC is unable to comment, because the supporting statement refers closely to Halstead Town Council. Cllr Gronland seconded this proposal. Voting was 7 in favour and 1 abstention
Cllr Mrs Pell returned to the meeting
20/00412/HH – 46 Tidings Hill, Halstead, Essex – Erection of a two storey side extension. Cllr Pell proposed that there was no objection to this application, but BDC should ensure that the extension is in keeping with the surrounding area. This was seconded by Cllr Gronland and agreed unanimously.
20/00496/HH – 40 Colchester Road, Halstead, Essex – Erection of two storey side and single storey rear extensions. Cllr Pell proposed no objection to this application, seconded by Cllr Radley, and agreed unanimously.
20/00522/VAR – 11 Ashlong Grove, Halstead, Essex – Variation of Condition 2 Approved Plans of permission 19/01093/HH granted 18/06/2019 for Single storey side / rear with first floor extension. Variation would allow enlargement of ground floor extension and removal of first floor. Councillors found the plan unattractive. Cllr Pell proposed no objection to this application, seconded by Cllr Gronland, and agreed unanimously.
20/00523/HH – 12 Prospect Place, Halstead, Essex – Erection of single storey side extension. Cllrs felt that this application was incomplete, since there was no application form and the name of the applicant was not known. Cllr Pell proposed that the application be referred back to BDC for more information and any decision deferred. This was seconded by Cllr Radley and unanimously agreed.
Cllr Munday returned to the meeting
Cllr Hume passed Chair of the meeting back to Cllr Munday.
238. MAYOR’S APPOINTMENTS AND ANNOUNCEMENTS Chairman noted that all events to which he had been invited, including the Halstead Choral concert, had been cancelled due to the Coronavirus lockdown. Cllr Munday proposed that Council note this report. Proposal seconded by Cllr Dingle and carried unanimously.
Cllr Munday asked the Town Clerk to canvas the opinion of the councillors as to whether HTC should hold its Annual Town Council meeting.
239. FINANCE. Cllr Radley as Chair of Finance presented Finance Reports.
a) Income and Expenditure Report for the month of March.
Cllr Radley reported that this was the final income and expenditure report for the year. There were still some adjustments to make for outings in advance, Queens Hall bookings in advance and car park permits in advance. Car park income had held up well in March. Overall income was consistent with expectation and had a created a surplus which may be £6/7k higher than budgeted. The new website, the Queens Hall toilets, and the water supply for the allotments had all been funded from the surplus in the 19/20 financial year. The extra surplus created will prove useful during the lockdown, and may be needed in the general fund to cover any shortfall.
He asked the Town Clerk to bring a summary of the financial impact of the lockdown on the financial year 20/21 to the Full Council meeting on 18 May.
Cllr Munday thanked the Town clerk and Cllrs Radley and Gronland for the work they are doing on the year end accounts
Cllr Radley proposed acceptance of the Income and Expenditure Report for March. Cllr Warren seconded the proposal and it was carried by unanimous vote
b) List of payments to be approved in April.
Cllr Gronland suggested that we should look at payment terms to see if payment could be delayed on some items, and asked the Town Clerk to check if the insurance could be paid by instalment. Other councillors were concerned for the small firms who might find it difficult to survive if not paid on time.
Cllr Radley proposed acceptance of item 7b) payments to be approved. Proposal was seconded by Cllr Warren and carried by unanimous vote.
c) Monthly Reconciliation Report – bank and petty cash accounts. Cllr Radley pointed out that there were a couple of things to check before the Year end accounts could be done. Cllr Radley proposed acceptance of the report. Cllr Gronland seconded this proposal and it was agreed by unanimous vote.
d) To approve new charges for the allotments
Cllr Radley had found that charges for allotments in Halstead were approximately 30% of charges in Braintree and Colchester. Cllr Munday felt that the country should be clear of COVID19 before the higher charges were made.
Cllr Pell proposed acceptance of the increase in charges from £3.50 per rod to £4.00 per rod. Proposal was seconded by Cllr Caulfield and carried by unanimous vote.
e) To approve new procedure for online banking payments
Cllr Radley suggested a clarification of wording. Under point 3 to add “and the Chairman and Town Clerk to sign approval on behalf of Council.” Point 5 to read “The following day the Finance Officer will send a copy of the approved and signed reports 7b including 7b(a) if applicable, to two of the Lloyds account signatories. She will then alert one of the online approved signatories to the Lloyds account (Cllrs Munday, Gronland and Miss Atkinson). She will also alert a second signatory to expect to be contacted by the first signatory once the payments have been authorised.
Cllr Radley proposed acceptance of this procedure subject to these modifications. Proposal was seconded by Cllr Atkinson and carried by unanimous vote.
f) To consider the repair of the allotment ramp at Parsonage Street allotments.
The amount set aside in the budget for this repair would not cover the quotes offered. It was suggested that it might be possible to get a grant because the ramp is for the use of those with disabilities. It was also suggested that it might be possible to repair rather than replace. The name of another contractor was also suggested.
Cllr Radley proposed that the decision on this be deferred, that quotes for repair should be sought, and grants should be explored. Proposal was seconded by Cllr Gronland and carried by unanimous vote.
Cllr Radley handed back Chair of the meeting to Mayor Cllr Munday
240. COMMUNITY HALL
a) Verbal update from H4C : Cllr Pell reported that the planning application for the hoarding had been resubmitted in order to allow the decontamination to go ahead.
b) Verbal Update from HTC Working group for the Community Hub: there was no report from the working group
Cllr Munday proposed that Community Hall updates should be noted, seconded by Cllr Hume and agreed unanimously.
241. DISTRICT COUNCILLOR REPORTS.
No reports had been received from BDC councillors as there had been no meetings. Cllr Pell had been attending the Leader’s meetings and had found them very useful. There are weekly meetings and she can raise matters. She expressed BDC’s gratitude to the frontline workers such as the dustmen and street cleaners, and also said that the work done by HTC officers above the call of duty should be acknowledged. Cllr Hume said that it was significant that the Town clerk is supporting the community, and Cllr Radley noted the Town clerk’s leadership in support of the community.
Cllr Munday proposed that that District Councillor reports be noted. Proposal was seconded by Cllr Atkinson and carried by unanimous vote.
242. TO RECEIVE CHAMPIONS’ UPDATES
Cllrs Gronland and Radley – Surgery: .There was no report but thanks to the NHS and key workers. Cllr Caulfield asked that it be noted that the response from the surgery was amazing
Cllrs Hume and Caulfield- Education: Obscene graffiti had been reported to the owner of the Bird in Hand property, but had not yet been removed
Cllr Ms Smith and Cllr Mrs Pell– Tourism.: The district is being advertised as a lovely place to visit – but not just now.
Cllr Fincken and Cllr Ms Atkinson – Open Spaces and River: Meeting with BDC postponed and river work postponed.
Cllr Warren and Cllr Claydon – Police: A report had been submitted on the work of the specials.
Cllr Munday asked that Champions’ reports be noted
243. TO RECEIVE AN UPDATE ON THE RIVERSIDE BRIDGE.
There was no report this month
244. TO RECEIVE A REPORT ON HOLY TRINITY WALL.
Cllr Pell proposed that this was noted, seconded by Cllr Fincken, and unanimously agreed
245. TO RECEIVE AN UPDATE REPORT ON ELECTRIC VEHICLE CHARGING No report this month as still waiting for Land Registry documents. Cllr Munday proposed that this was noted, seconded by Cllr Warren, and unanimously agreed
246. TO APPROVE THE TRANSFER DOCUMENT GIVING HTC OWNERSHIP OF THE ALLOTMENTS AT OAK ROAD
Discussion of this item was deferred to the meeting on 18 May as the transfer document had not been received from the solicitors. Cllr Munday proposed that this was noted, seconded by Cllr Warren, and unanimously agreed
247. TO APPROVE THE WEBSITE ACCESSIBILITY STATEMENT FOR HTC
Cllr Munday proposed acceptance of the statement. Proposal was seconded by Cllr Gronland and carried by unanimous vote.
248. TO RECEIVE AN UPDATE ON THE TENDER FOR CHRISTMAS LIGHTS 2020-22
Cllr Warren proposed that this decision be deferred until the third quotation had been received, and to give Town Clerk time to establish the cost of putting on Christmas lights in Witham, Earls Colne and Sudbury. Cllr Gronland seconded this proposal and it was carried by unanimous vote.
249. 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’
Cllr Munday thanked the Town Clerk for setting up the virtual meeting.
There being no other public business to discuss meeting closed at 20.31