Draft Minutes of Town Council Meeting 14 December 2020

22nd December 2020

HALSTEAD TOWN COUNCIL

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DRAFT MINUTES OF TOWN COUNCIL MEETING
14 December 2020 at  19:15
Held at
Queens Hall, Chipping Hill, HALSTEAD, Essex. CO9 2BY 

This meeting was conducted Virtually by Zoom

 Membership:

Councillor M Radley Chairman   Present
Councillor D Gronland Vice Chairman Present 
Councillor Miss J Atkinson   Present
Councillor P Caulfield   Present
Councillor P Claydon   Present
Councillor Mrs S Dingle   Apologies
Councillor M Fincken   Present
Councillor D Hume   Apologies
Councillor A Munday   Present
Councillor Mrs J A Pell   Present
Councillor Miss L Smith   Apologies
Councillor G Warren   Present

Also in attendance: Sarah Greatorex (Town Clerk)                             

170.  APOLOGIES FOR ABSENCE  Cllr Smith sent her apologies due to work commitments, Cllr Dingle as she was unwell, and Cllr Hume as he had a BDC meeting on the Local Plan

Cllr Radley  proposed acceptance of these apologies, seconded by Cllr Pell and unanimously agreed.

171.  DECLARATION OF INTERESTS:  Cllr  Pell  declared NPI  item 5, 20/01780/HH and 20/01904/HH as agent is known to her, 20/01784/FUL, as family member’s factory unit is nearby, item 9 as Friend of Halstead Public Gardens, Items 7b and 7b(a) as a member of CSGMC, item 8 as a member of H4C, item 12 as a member of BDC, and item 15 as District representative on cycling group.    Cllr Munday declared NPI  item 5, as he is a member of BDC planning committee, and item 12 because he is a member at BDC. Cllr Radley declared NPI item 12 as he is a BDC Councillor.. Cllr  Warren and Cllr Claydon declared NPI items 7b and 7ba as members of CSGMC. Cllr Atkinson declared an NPI item 9 as a member of the Friends of Halstead Public Gardens. 

172.  PUBLIC QUESTION TIME

There were no public questions

173.  MINUTES  To approve the minutes of the Town Council Meeting held on 9 November 2020, and to note the Minutes of the public session of the Staff Advisory Committee meeting held on 25 November 2020.  Minutes had been circulated and proposal to adopt minutes was put forward by Cllr Radley seconded by Cllr Warren and unanimously agreed.

Cllr Munday left the meeting.

174.  PLANNING  COMMITTEE

Cllr Pell took the Chair for this part of the meeting, as Vice Chair of planning. Cllr Munday left the meeting.

20/01768/HH – 1 Warren Road, Halstead, Essex – Construction of ground floor front extension, infilling of garage door openings/raising of flat roof height to facilitate conversion of existing garages and provision of decorative boarding to front elevation of existing dwelling. 
Cllr Atkinson proposed no objection, seconded by Cllr Warren and Unanimously agreed. NB the name on the application form is not Warren but Kiff

20/01807/HH & 20/01808/LBC – 32 Head Street, Halstead, Essex – Proposed demolition and replacement of existing conservatory with single storey extension and raising of existing mono-pitch slated roof. Strip and relay existing flat roof and carry out internal alterations. 
Cllr Gronland proposed no objection, on the understanding that the central  skylight is removed, as suggested by historic adviser, seconded by Cllr Claydon and unanimously agreed.

20/01780/HH – 2 Blamsters Crescent, Halstead, Essex – Erection of front porch and creation of off street parking.
Cllr Atkinson proposed no objection as long as the work complies with Regulations. This was seconded by Cllr Caulfield and unanimously agreed.

20/01842/HH – 9 Gardeners Road, Halstead, Essex – Proposed replacement of flat roof with pitched roof.
Cllr Radley proposed no objection, seconded by Cllr Gronland and unanimously agreed. NB in the officer/member section on the application form, it was suggested that there was a link that had not been clarified.

20/01875/HH – North Hill, Howe Chase, Hedingham Road, Halstead, Essex – Proposed side extension and roof extension.
Cllr Radley proposed objection to the terrace as it overlooks the neighbouring property, seconded by Cllr Atkinson and unanimously agreed.

20/01784/FUL – 60 Broton Drive, Halstead, Essex – Conversion of single 200m2 industrial unit to smaller units within the existing structure with additional first floor mezzanine floor to unit 60
Cllr Caulfield proposed no objection, seconded by Cllr Atkinson and unanimously agreed.

20/01904/HH – 10 East Mill, Halstead, Essex – Single Storey rear extension
Cllr Radley proposed no objection, seconded by Cllr Warren, and unanimously agreed.

Cllr Radley took back the Chair of the meeting, and Cllr Munday returned to the meeting.            

175.  MAYOR’S APPOINTMENTS

Cllr Radley reported that he had attended the Ramsey awards evening via zoom, the Christmas lights switch-on and will be presenting a cheque for £1000 to the Foodbank.

Cllr Radley handed the chair to Cllr Claydon

176.  FINANCE COMMITTEE. Cllr Claydon took the chair as Chair of Finance.

a) To receive the income and expenditure report for the month of November
Cllr Claydon reported that there was no particular concern over the finances at HTC.

Cllr Claydon proposed, seconded by Cllr Radley, that no rent relief could be given to the Empire carwash in December as the November lockdown is finished and in December the business is now able to trade. This was unanimously agreed.

Cllr Munday proposed that the Empire Theatre be given a rent holiday in December, seconded by Cllr Fincken and unanimously agreed.

Cllr Claydon proposed approval of the income and expenditure report, seconded by Cllr Pell, and unanimously agreed.

b) To approve the List of payments to be made in December
Cllr Claydon proposed approval of the List of payments. This was seconded by Cllr Radley and unanimously agreed.

c) To approve the Bank Reconciliation
Cllr Claydon proposed approval of the Bank reconciliation, seconded by Cllr Munday and unanimously agreed.

d) To approve a Councillor to carry out an internal control in line with audit requirements
Cllr Claydon proposed that Cllr Fincken should carry out the internal control before the audit on 12 January 2021. This was seconded by Cllr Radley and unanimously agreed.

e) To approve the review of the Financial Regulations
Cllr Claydon proposed, seconded by Cllr Fincken that the updated Financial Regulations should be adopted. This was unanimously agreed.

Cllr Claydon handed the Chair back to Cllr Radley.

177.  COMMUNITY HALL. 

Cllr Pell reported that the H4C secretary had sent a letter to the HTC working group.

Cllr. Radley confirmed that he had received a letter from the H4C trust. This letter stated that H4C have arranged a number of meetings in the third week of January 2021 via zoom. After the meetings they will be in touch with HTC again in February 2021. They apologised for the long delay.

178.  DISTRICT  COUNCILLORS.

Cllr Radley had sent a written report. He added that the Scheme of delegation on planning was reviewed at Full Council and that he had objected to it, but it was approved nevertheless.

Cllr Munday had sent a written report and added that he would attend a further planning meeting on 22 December 2020.

Cllr Pell reported that she had also voted against the Scheme of delegation at Full Council. She said that Cllr Radley had managed his first Performance Management Board meeting extremely well. She had also attended 2 scrutiny groups and the meeting for District councillors on Town Centre improvements. She attended Cabinet on 23 November, and 2 member development sessions. She also tries to keep HTC councillors up to date with what is happening at District level. She attended Mike Hawes’ funeral and it was mentioned at the funeral how much he had done for Halstead. She will attend the first meeting of the BDC cycling group on 21 December. She also reported that CCTV in the Public Gardens is almost agreed.

Reports were noted

179.  To receive reports from Champions

Police
Cllr Warren reported that there had been no recent developments, but that he had requested a meeting with PC Craig Wheeler

Surgery
Cllr Gronland reported that after chasing progress with Kerry Harding, Estates Director, he received a response that she was temporarily assigned to other duties due to Covid-19 – he will continue to follow progress.

Open spaces and environment
Cllr Atkinson reported that there had been no developments, but that council would be approving the update to the OSAP in January and encouraged all councillors to submit any changes.

Education
Cllr. Caulfield reported that, with some schools having issues with coronavirus, they were not at present making unnecessary contact with schools.

Tourism
Cllr Pell reported that nothing can be done currently on the tourism front.

Champions reports were noted

180.  FOOTBRIDGE  UPDATE.

Cllr Munday had prepared a report. Due to difficulties securing some equipment there had been little work done on the bridge recently. The working group will continue progress the concreting and painting works. The Town Clerk reported that she would be receiving the legal documents to show HTC’s ownership of the bridge within a few days.

The report was noted.

181.  TO NOMINATE A WORKING GROUP TO SUPPORT THE BDC PUBLIC REALM IMPROVEMENT PROJECT

Cllr Radley reported that BDC was investing £420,000 in Halstead Town Centre, and it was agreed that this was really good news.  He suggested that the working group should be made up of 2 BDC councillors, and 2 HTC councillors who could attend daytime meetings, and should be a group of 4 or 5, representing both parties on the council. The Town Clerk was asked to seek interest from councillors by email.

Cllr Radley proposed that HTC welcomes this development, and that the Town Clerk should seek interest from councillors to form a small working group. This was seconded by Cllr Pell and unanimously agreed.

182.  TO APPROVE THE REVIEW OF STANDING ORDERS

Cllr Radley proposed that HTC should approve the review of Standing Orders, seconded by Cllr Claydon, and agreed unanimously

183. TO APPROVE THE APPLICATION FOR LOCAL COUNCIL AWARD GOLD

Cllr Gronland proposed, seconded by Cllr Warren, that the Application for the Local Council award Gold level be approved. This was unanimously agreed.

184.  TO NOTE THE PROPOSED CYCLE ROUTE FROM EARLS COLNE TO HALSTEAD AND NOMINATE 2 COUNCILLORS TO WORK WITH THE PROJECT TEAM

Cllrs Radley, Atkinson and the Town Clerk had attended a meeting on the proposed cycle track from Halstead to Kelvedon, and in particular on the section from Halstead to Earls Colne.

Cllr Radley proposed that HTC should welcome this project and nominated Cllrs Fincken and Atkinson to represent the council at the project meetings. This was seconded by Cllr Gronland and unanimously agreed Cllr Radley asked the Town Clerk to inform the EC2K group of the nominees.

185.  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 Radley proposed approval of the Exclusion of public and press, seconded by Cllr Atkinson and unanimously agreed.

186.  PRIVATE SESSION

Cllr Radley proposed that a report from the Staff Advisory Committee be noted. This was seconded by Cllr Warren, and unanimously agreed.

There was no further business.  Meeting closed at 20.36

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