|
HALSTEAD TOWN COUNCIL |
|
|
|
DRAFT MINUTES OF TOWN COUNCIL MEETING PUBLIC SESSION MINUTES 10 August 2026: at 19:15 |
Membership:
| Councillor James Bond | Chairman | Present |
| Councillor Paul Nunn | Vice Chairman | Present |
| Councillor Janet Atkinson | Apologies | |
| Councillor Malcolm Fincken | Present | |
| Councillor Linda Hilton | Present | |
| Councillor Gemma MacAndrews | Present | |
| Councillor Grahame McCoyd | Present | |
| Councillor Andrew Munday | Apologies | |
| Councillor Jackie Pell | Present | |
| Councillor Felix Preston | Present | |
| Councillor Linda Smith | Apologies | |
| Councillor Garry Warren | Present |
Also in attendance: Jan Mellon, Glenn Lagdon, Neil Williams, Jill Curtis, Ian Tinton, Sarah Greatorex (Town Clerk).
61/26 APOLOGIES FOR ABSENCE
Cllrs Smith and Munday sent apologies due to work commitments. Cllr Atkinson sent apologies for personal reasons.
Cllr Fincken proposed, seconded by Cllr Preston, that the apologies be noted. This was agreed with 2 abstentions.
Chairman’s Statement
Allotments
Following the announcement of the hosepipe ban signs were erected on allotment sites stating that it was permissible to water crops growing on allotments using hosepipes if impractical to use watering cans.
These notices created concerns at Parsonage Street where the supply comes from a stream from which extraction is licensed by the Environment Agency and the total amount used on the site does not exceed the minimum required for licensing. As such, at the time, extraction of water was not prohibited and remains the same as far as we know at present. This matter was resolved by a meeting with allotment holders.
Colchester Road site was different in that the supply comes from the Halstead Shed and the allotment use is paid for by HTC. There has been contradictory advice from both Anglia water and Wave which supplies the water to the shed. The Trustees of the shed were understandably concerned about any liability falling on them as a Charity for any penalty levied for failing to adhere to the hosepipe ban. The current position is that the Council was advised that exemptions had to be requested and the Town clerk and I authorised a new notice to be erected. An allotment holder at Colchester Road site sought an exemption from AW and was told it was not needed. A formal complaint has been made to AW about inconsistent information. Unfortunately, the new notice was replaced with another without consultation. This matter is ongoing and further updates will be provided.
I am very grateful to Cllr Hilton for her support with this matter who has offered to liaise with allotment holders and to set up a meeting in the Autumn to increase two-way communication subject to council ratification.
Complaint to external auditor
A complaint was submitted to the External Auditor by a member of the public which, in essence alleged that HTC has failed to be open and transparent due to the nature of items discussed in private session. As Councillors are aware, this issue has been raised with the Council before and steps have been taken to ensure that any items discussed in private session are clearly those that are required to be confidential or sensitive in nature relating to staff. Importantly, steps have been taken to ensure that minutes of these items give as much information as they can to be clear what decisions have been taken. The member of the public has since stated that his complaint was nothing to do with the audit, but just a request for greater transparency.
Light Procession and Other Major Events
Recently there has been much debate and some statements from colleagues about the Light Procession. Predominantly these revolve around whether there should or should not be flames and how the decision was reached. There is also controversy about the Council making statements to inform the public.
This statement is my opinion, offered to be clear about the situation in light of the responsibility all Councillors carry for our decision-making on public safety in particular.
In my view, the Council — myself included — has in recent years not kept pace with the emerging risks as this event has grown. It is now a major event, and with that scale comes increasing risk that we have not properly assessed. Some decisions have leaned on emotion rather than objective, factual criteria, and that is a pattern we need to correct.
The level of interest the Safety Advisory Group has taken in our event is itself an indicator that the risk is higher than we have accounted for. The only training provided to our event manager has been in traffic management, which is not adequate for someone expected to manage an event of this scale. Neither the Purple Guide nor the requirements of Martyn’s Law have featured in our discussions, and that gap needs to be closed.
Public and press reaction to our decisions matters, but these must not stand in the way of the difficult decisions this role sometimes requires. Our duty — to the public, to the Council, to the Event Manager, and to ourselves as individuals responsible for these outcomes — has to take priority over personal preference. Every Councillor is bound by this duty regardless of their individual view on flames, format, or any other detail of the event.
The Events Committee should now take proactive steps to ensure proper oversight and scrutiny of our events. I have written to the Chair of the Events Committee with a suggestion for how further consideration of the Light Procession plans should proceed., I await a response. The Committee should also review the financial implications across all our events and assess whether we have the physical, practical, and financial resources to deliver them safely, so far as is reasonably practicable, while remaining enjoyable for the public.
Reports to Council and minutes
I have, today, in the light of comments made about the quality of information and recording of decisions, invited the Chairs and Vice Chairs to a meeting with the Town clerk to produce recommendations to the council about this matter to report by October full council.
062/26 DECLARATIONS OF INTERESTS:
Cllr Pell declared NPI, item 10 as a trustee of H4C and there is a conflict of interest. Cllr Fincken declared an NPI item 5 as a member of BDC planning committee.
063/26 PUBLIC QUESTION TIME
a) Cllrs made statements in Public question time. Four councillors made statement relating to the torchlight procession.
Cllr Pell stated that she had never known such upset in the town over an event. This event has been taking place over 50 years, and people do not understand Health and Safety recommendations.
Cllr Nunn said that he was not opposing the decision made but was struggling to find clarity on the vote.
Cllr McCoyd stated that there had not been a direct vote on naked flames. He felt that a smaller number of ticketed attenders could have naked flames.
Cllr MacAndrews said that naked flames were not voted on, and that this should be done in September
b) ECC Cllr Isa da Rocha was not present
Cllr Fincken proposed, seconded by Cllr Warren, that the Town Clerk should write to Cllr da Rocha about the issues she had raised, and that this should be on the Agenda for September. This was agreed
064/26 MINUTES
To approve the minutes of the Town Council meeting held on 13 July 2026. Minutes had been circulated. A proposal to adopt minutes, of the Town council meeting of 13 July 2026, was put forward by Cllr Fincken, seconded by Cllr Hilton, and agreed, with 3 abstentions. Cllr McCoyd stated that the Minutes did not record what was said in Item 14.
Cllr Fincken proposed, seconded by Cllr Preston, adopting the Minutes of the Staff Advisory Committee meeting of 29 July 2026. This was agreed with 2 abstentions.
Cllr Preston proposed suspending Standing Orders to allow Ian Tinton to speak in Public Question Time. This was seconded by Cllr MacAndrews and unanimously agreed.
Ian Tinton requested that the Town Council contact Essex Highways to upgrade the priority on the following blocked roadside drains.
Beridge Road- Outside 86C, 79, 128, 140, 97, 91
Sloe Hill- Outside 2, 18, Opposite 8 drain lid is hemmed in with tarmac, not liftable.
Chapel Hill- Property name Westbrook drain blocked adjacent to lamppost.
I accept that access to the drains will be difficult because of parked vehicles and that it is also partly the legacy of the new broadband installation some years ago. Excess trench backfill is evident in the blocked drain chambers and is a perfect seedbed for vegetation growth.
If this could be done, it would greatly reduce the road surface runoff that ultimately arrives in Slough Farm road. This rain flow coupled with runoff from the field opposite HASA2602(formerly the field known as 19/00519/OUT dated 28/02/2019 BDC Planning Portal reference PP-07667029) will reduce, but probably not stop excessive runoff.
065/26 To consider a vacancy on the Earls Colne and Halstead Educational Charity
Cllr Bond had stepped back from this role.
Cllr Warren proposed, seconded by Cllr McCoyd, that Cllr Hilton take on the role. This was agreed unanimously.
066/26 PLANNING APPLICATIONS – Lead for planning Cllr Pell, deputy lead for planning, Cllr Nunn
Cllr Fincken left the meeting.
26/01551/HH – 11 Steed Croft, Halstead, Essex
Proposed side dormer incorporating Juliet balcony to enable loft conversion
Cllr Pell proposed, seconded by Cllr MacAndrews, no objection to this application. This was agreed unanimously.
Cllr Fincken returned to the meeting.
Land East of the High Street
(this item was covered in the planning section as it is connected to a planning application previously considered by the Council)
Cllr Pell proposed, seconded by Cllr Nunn:
that in the event that BDC grant planning permission for the development, HTC supports in principle the suggestion from BDC that it takes on the ownership and responsibility for managing the part of the Land East of the High Street site where the retained air raid shelters and ARP bunker are located, subject to agreement of the terms of the transfer and the refurbishment of the shelters as specified in the Conservation Management Plan. On/or before completion of the transfer HTC would look to make appropriate arrangements for allowing public access to the retained shelters, which could be facilitated by an agreement that the day-to-day management of the site is licenced to a community group, such as the Halstead 21st Century group. Or any suitably skilled successor group This was unanimously agreed.
067/26 MAYOR’S APPOINTMENTS
Cllr Bond proposed, seconded by Cllr Pell, that the Mayor’s appointments be noted.
068/26 FINANCE
Finance – Cllr McCoyd Deputy Lead for Finance, led this part of the meeting.
All members of the Council are members of the Finance section.
a) Income and expenditure, balance sheet and earmarked reserves July 26
Cllr McCoyd proposed, seconded by Cllr Warren, approval of the income and expenditure report, balance sheet and earmarked reserves for July. This was unanimously agreed.
b) To approve the lists of payments for July
Cllr McCyd proposed, seconded by Cllr Bond that the lists of payments be approved. This was agreed unanimously.
c) To consider buying a watering machine
Cllr McCoyd proposed, seconded by Cllr Fincken, that the watering machine be bought. This was agreed unanimously.
d) To consider repairing the surface of the Hedingham Road carpark
Cllr Warren proposed, seconded by Cllr Pell, that quote 2 be accepted. This was agreed unanimously.
e) To reconsider buying a chain saw.
Cllr McCoyd proposed, seconded by Cllr Fincken, that the recommended chainsaw and batteries be purchased. This was agreed unanimously.
f) To consider repairing the church clock
Cllr Warren proposed, seconded by Cllr Nunn, that the escapement mechanism at the church clock be repaired, allowing an extra £200 for repair of the hands if necessary. This was agreed unanimously.
Cllr Bond proposed, seconded by Cllr Preston, that the Town Clerk seek grant funding to allow for the restoration of the clock face, and bring the possibilities to the September Town Council meeting. This was agreed unanimously.
g) To consider buying a new PC for the Administrator.
Cllr Bond proposed, seconded by Cllr Fincken, that a new PC be bought for the Administrator. This was agreed, with 1 abstention and 2 against.
h) To consider allowing councillors remote access to, and participation in meetings, but no voting rights, and their attendance would not be as a Councillor
Cllr Nunn proposed, seconded by Cllr Fincken, that a 6-month trial of allowing remote access be carried out. This was agreed, with 1 abstention and 2 against.
069/26 DISTRICT COUNCILLORS gave their reports
Cllr Pell said that she had not had any meetings but had been busy dealing with constituents and their problems.
Cllr Fincken said that he had attended the meetings in response to Section 18 of the Local Plan Review. Councillors are concerned that revisions are being made and sites added which were not in the original plan. They are concerned that decisions might be made by officers and not by councillors. He said that this felt undemocratic, as not enough time had been set aside. He also said that a new policy on planning enforcement had been introduced, so that councillors would be kept informed if a planning agreement was not being followed.
Cllr Bond had attended the BALC meeting, and a Waste review briefing.
070/26 TOWN COUNCILLORS gave their reports
Cllr Hilton reported that the skate park event had gone very well, and that she was hoping for a pump track at the same site.
She also was going to object to the change in play equipment at the King George playing field.
She said that Anne Thrussell was organising a talent competition.
The bandstand steps are being repaired.
071/26 To review events planned
The planned events were noted.
072/26 To note the update on the proposed Community Arts Centre project
Cllr Pell left the meeting.
Cllr Bond reported that the project will now require a Community Interest Company (CIC) to be registered witch would take approximately a fortnight, as the project had been told they did not fit the Charity model. The Expression of Interest response would be received on 17 August from the Arts council.
Cllr Bond proposed, seconded by Cllr Preston, that the report be noted.
Cllr Bond proposed, seconded by Cllr Hilton, that the quote be accepted for the costed condition survey. This was agreed unanimously.
Cllr Pell returned to the meeting.
073/26 To consider flag flying
Cllr Pell proposed, seconded by Cllr Warren, that
1.HTC agrees to fly the union flag daily at Queens Hall
2 Council agrees to the purchase of the flag as stated in the report
This was agreed with 3 abstentions.
074/26 To consider Terms of Reference for the Staff Advisory Committee
Cllr Fincken proposed, seconded by Cllr Nunn, that the TOR for the SAC be approved. This was unanimously agreed.
075/26 To consider Terms of Reference for the Events committee
Cllr Pell proposed, seconded by Cllr Hilton, that the section on alcohol in section1 be reworded to read:
Event policies and guidelines, including risk management, safety, accessibility, environmental sustainability, and that suppliers complied with all legal requirements in relation to alcohol provision.
Cllr Bond proposed, seconded by Cllr Fincken, that the Town Clerk’s position be removed from those elected for office on the committee. Cllr McCoyd proposed, seconded by Cllr Bond, that Cllr MacAndrews on the chart be removed. After these amendments, Cllr Bond proposed, seconded by Cllr Hilton, that the TOR for the Events Committee be approved. These were approved unanimously.
076/26 To consider a report on BALC
There was no report on BALC.
077/26 To consider an update to the Scheme of Delegation
Cllr Fincken proposed, seconded by Cllr Nunn, that the necessary changes be made to the Scheme of Delegation following the development of terms of reference for the SAC and Events committee. Cllrs Pell and McCoyd would work with the Clerk to make the changes. This was agreed unanimously.
078/26 To consider an update to the Policy on Intangible risk
Cllr Fincken proposed, seconded by Cllr Warren, that the update to the Policy on intangible risk be agreed. This was agreed with 1 abstention.
079/26 To consider the dates of future meetings
Cllr McCoyd proposed, second by Cllr Bond, that the dates be approved, apart from the date of Full Council in May 2027, which cannot yet be decided, and the 2 meetings in April 2027, when the Annual Town meeting should be held on 12 April, and the Annual Town Council meeting should be held on 19 April. This was unanimously agreed.
080/26 To consider applying for funding for the Big conversation
Cllr Preston proposed, seconded by Cllr Nunn, that HTC applies for funding for the Big conversation. This was agreed.
Cllr Bond proposed that £5000 be set aside from earmarked reserves to match fund the grant applied for. This was seconded by Cllr Nunn and agreed with 1 abstention.
081/26 To note a request from IPS to trial issuing permits from the car park machines
Cllr Bond proposed, seconded by Cllr Fincken, that the trial be reviewed after a fixed period.
Cllr Bond proposed, seconded by Cllr Nunn, that the trial be approved. This was agreed unanimously.
082/26 Items for the next meeting
1. Cllr MacAndrews requested the use of naked flames at the procession be brought back to Council in September.
083/26 To review leases
Cllr Bond proposed, seconded by Cllr Nunn, that this item be adjusted by redacting commercially sensitive information and discussed in public session at the September meeting.
084/26 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”.
There being no further business, the meeting closed at 21.12