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HALSTEAD TOWN COUNCIL |
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MINUTES OF FULL COUNCIL MEETING HALSTEAD, Essex. CO9 1ET
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Membership:
| Councillor Mrs S Diver | Chairman | Present |
| Councillor Mr Andy Munday | Vice Chairman | Present |
| Councillor Mrs J Allen | Apologies | |
| Councillor M Day | Present | |
| Councillor Mrs S Dingle | Present | |
| Councillor C Fox | Present | |
| 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 | Present |
Also in attendance: Public – Cllr Ray Gooding (Essex CC)
Mr Mark Pincombe (Essex CC)
Helen Woolf; Ian Tinton; Mr and Mrs Derek Wright
Mr Phil Moakes. Sean Davies (Halstead Gazette)
Mrs S Greatorex – Town Clerk
Mrs J Smith – Minute Clerk
50. APOLOGIES FOR ABSENCE
There were apologies for absence from Cllr Mrs Julia Allen
51. DECLARATION OF INTERESTS
Cllr Mrs Diver declared NPI – Agenda Item 5 Planning application No. 16/01308/FUL as applicant is next door neighbour and will leave the room for this item; NPI – Agenda Item 5 Planning application no. 16/01102/FUL as a member of Halstead TC lives nearby; NPI -Agenda item 7C Funding as is a member of the Courtaulds Management Committee; NPI – Agenda Item 5 Planning Application 16/00802/OCT as a member of Halstead TC lives nearby.
Cllr Munday declared NPI – Agenda Item 5 Planning application no. 16/01102/FUL as applicant is a neighbour and will leave the room for this item; Agenda item 5 - Planning application no. 16/01244/FUL as a member of the Courtaulds Management Committee and this property is next to the Courtauld Sports Field; NPI – Agenda item 7c Funding as a member of the Courtaulds Management Committee
Cllr Mrs Pell declared NPI – Agenda item 5 Planning application no. 16/01102/FUL as a member of Halstead TC lives nearby; NPI -Agenda item 5 Planning application 16/01308/FUL as a member of Halstead TC lives next door; Agenda item 5 – Planning Application no,. 16/00802/OUT as an objector is known; Agenda item 5 – Planning application no. 16/01244/FUL as a member of the Courtaulds Management Committee; NPI – Agenda Item 7a; 7b and 7c as a member of Courtaulds Management Committee and a member of Braintree DC; NPI – Agenda item 8 as Chairman of Halstead Community Centre Committee; Cllr Gronland declared – PI Agenda Item 5 – Planning application no. 16/00802/OUT as is owner occupier of nearby property and will leave the room for this item; NPI – Agenda item 5 – Planning application no. 1601102/FUL as resident is known. Cllr Fox declared NPI – Agenda item 5 – Planning application no. 16/01102/FUL as a member of Halstead TC lives nearby. Cllr Mrs Penn declared NPI – Agenda item 5 – Planning application 16/00802/OUT as objector is known and as a member of Halstead TC lives nearby; NPI – Agenda item 5 – Planning application 16/01102/FUL as a member of Halstead TC lives nearby. Cllr Hume declared NPI- Planning Application no. 16/00802/OUT as objector is known; NPI – Agenda item no. 8 as has attended meetings of the Community Hall Trust committee on behalf of Halstead TC; NPI – Agenda item no. 5 – 16/01102/FUL and 16/01308/FUL as a member of Halstead TC lives nearby to each location; NPI – Agenda item 7c as a member of Courtaulds Management Committee. Cllr Radley declared NPI – Agenda item 5 – Planning application 16/01244/FUL as a member of Courtaulds Trust Committee; NPI – Agenda item 7c as a member of Courtaulds Trust Committee.
52. PUBLIC QUESTION TIME
a) Mr Phil Moakes spoke about planning application no. 16/00802/OUT (Revised Plans) Land at Greenways, Balls Chase and said that despite plans being revised to erect up to 14 dwellings instead of the previous larger application, there were still concerns about flood protection and surface water management. There were also concerns about sight lines for traffic leaving the site and also about traffic management on this narrow road.
Chairman thanked Mr Moakes for his comments.
b) Presentation by Cllr Ray Gooding, Essex County Council on Education Portfolio. Cllr Gooding informed the Council that because of the significant level of planned housing development in the County there was in place a 10-year plan for education provision. He said that there was public misunderstanding about needs and also about funding for schools. He stressed that there cannot be over-provision of school places due to financial constraints and that Central Government has a programme of Targeted Basic Needs so there is a balancing act that needs to be addressed.
Mr Mark Pincombe then gave some details about perceived needs in the Braintree District and said that there was confidence in projected numbers for the next five years but less confidence in projections further than that. He explained that when needs for primary places in Halstead were projected the Draft Local Plan for the Braintree District was studied and needs were based on this plan. He stated that at present there is a surplus of primary school places in Halstead but that for 2017/18 there would be deficit of about 10/12 places. This deficit could be accommodated and treated as a ‘bulge’ year and for the next 3 years there was no perceived deficit. He explained that plans are systematically reviewed and new information is taken into consideration with various other factors also in the mix. He categorically stated that for the present there are no plans to relocate a Halstead school. Cllr Gronland questioned the number of houses that are proposed for the Town but that do not appear on the draft local plan. He said that in the recent survey of Halstead residents there were many concerns raised about school places. Mr Pincombe said that there are scheduled reviews of the demands and it may be necessary to use some Section 106 money to effect some replacement of temporary classrooms with permanent structures. Cllr Gooding said that the need for primary school places does fluctuate over a 15 year cycle and said again that balancing needs was difficult. It was said that classes of 30 is the legal maximum. Cllr Hume said that as a former Head Teacher he would support this statement that needs do fluctuate. Cllr Mrs Pell asked about transport for students aged 16-18 who now have to stay in education or training but where no funding is available for their transport. Cllr Gooding said that there are no obligations for County to provide funds; the amount currently set aside by ECC for school transport is £26million per annum with significant sums being used for transport of students with special needs. He said there is no money from Central Government to support additional funding. Cllr Mrs Pell asked that Essex CC put pressure on Government to reconsider payment for these students.
Cllr Diver thanked Cllr Gooding and Mr Pincombe for their presentation and documentation was left for Town Councillors to peruse.
Cllr Gooding and Mr Pincombe left the meeting.
Some further discussions took place with Councillors voicing concerns about the projected numbers of primary school places available in Halstead.
53. MINUTES
To approve the minutes of the Town Council Meeting held on 11th July It was proposed by Cllr Mrs Pell and seconded by Cllr Day that the minutes of the Town Council Meeting of 11th July be approved – motion carried with 2 abstentions.
54. PLANNING APPLICATIONS
Cllr David Hume – Chair of Planning – took the chair for this part of the meeting
16/01173/VAR – Priory Hall, Dame Mary Walk, Halstead, CO9 2ES – Application for variation of Condition 1 of approved application 11/01567/FUL – relocation of site path.
Cllr Mrs Pell proposed approval of this plan with the provision that the path should be suitable for all abilities to use. Proposal was seconded by Cllr Gronland and was unanimously accepted.
Cllr Munday left the meeting at this point.
16/01102/FUL – 30 Ashlong Grove, Halstead, CO9 2QH – Erection of single storey extension comprising double garage, kitchen and utility room and carport extension with pitch roof cover. It was agreed that this was a large enough plot to accommodate this proposal with no impact. Proposal to approve this application was made by Cllr Radley and seconded by Cllr Mrs Diver and was unanimously accepted.
Cllr Munday returned to the meeting.
16/01244/FUL – 121 Colchester Road, Halstead, CO9 2ES – Proposed dropped kerb
It was agreed that this application would have little impact and proposal to accept was made by Cllr Mrs Diver, seconded by Cllr Day and unanimously agreed.
Cllr Mrs Pell asked that Braintree DC be informed that the quality of the block plan was poor and requested that in future plans are clear; it was also said that emails could not be opened and this was not uncommon and it was requested that Braintree DC be made aware of this.
16/01299/FUL – 7 Chaffinch Way, Halstead, CO9 2HW – Proposed conversion of garage and extension to form dwelling annexe.
Concerns were raised about loss of garage space and lack of parking. Cllr Mrs Pell asked if approval, if given, could be linked to occupancy of No. 7 Chaffinch Way. Cllr Munday queried whether this proposal satisfied the current Braintree DC policy for parking. Cllr Munday proposed that this application be approved provided that it complies with current policy on parking and this proposal was seconded by Cllr Gronland. There was a unanimous vote for this proposal.
Cllr Mrs Diver left the meeting at this point.
16/01308/FUL – Wimpole House, 6 Trinity Terrace, Trinity Street, Halstead, CO9 1JQ – Demolition of existing single storey garage and erection of new garage with ground floor studio accommodation and first floor storage area. It was noted that this dwelling is within a conservation area so there are some conditions applied to the main building. It was noted that there is still adequate parking and that building regulations would be applied. Cllr Mrs Pell moved that the application be approved and this was seconded by Cllr Mrs Penn and unanimously adopted.
Cllr Mrs Diver returned to the meeting
16/01287/FUL – Halstead Fire Station, Parsonage Street, Halstead, CO9 1EZ – Drill tower refurbishment works. Cllr Mrs Pell moved approval of this application and this was seconded by Cllr Munday and unanimously adopted.
16/00802/OUT (Revised Plans) – Land at Greenways, Balls Chase, Halstead, Essex – Outline application for the erection of up to 14 dwellings with all matters reserved except for access.
Cllr Gronland reiterated that he would leave the meeting, but queried why this application was being discussed when there were still several days to go before time for objections was closed. It was explained that Halstead TC is a Consultee on planning issues and cannot make final decisions.
Cllr Gronland left the meeting
It was noted that there were already several objections to this application and it appeared that little had changed from previous applications which had been denied. It was said that applicant had purchased or leased land that would enable a better splay for vision of vehicles leaving the site, but it was not certain that this would be adequate. There were also grave concerns about drainage and the risk of flooding. The proposed underground storage tank to take run- off water had not been given formal approval by Anglian Water and there are still objections from Essex CC Highways. It was noted that Halstead TC had objected to previous applications and Cllr Fox moved a proposal that similar objections be made to this application: that a) the additional traffic movements would pose risks to footpath users including school-children. b) there is a substantial flood risk and neighbouring properties should be protected from possible subsidence caused by the known underground watercourses c) Balls Chase is on a steep incline causing additional risks in bad weather d) the ingress/egress at the bottom of Tidings Hill is an issue and members support Highways Authority objections e) although the number of proposed dwellings has reduced the size of the dwellings has increased. This proposal was seconded by Cllr Munday and was unanimously adopted.
Cllr Gronland returned to the meeting
Various members of the public left the meeting at this point.
Cllr Mrs Diver resumed Chair of the meeting.
55. MAYOR’S APPOINTMENTS AND ANNOUNCEMENTS
Cllr Mrs Diver noted that in September she will be attending a function at Courtaulds Sports Ground and also the Anglia in Bloom Awards. Report was noted.
56. FINANCE
Cllr Radley took the chair for this part of the meeting
a) Finance. Cllr Radley noted that reports reflected the situation to end of July and explained that income was more than expected to this date. Car Park receipts were lower than expected but tenancies receipts were higher due to 2 payments for The Library. There was also a payment for Cell net mast which was actually due in last financial year but had now been paid. No concerns on income were reported. On expenditure, payments for wages and other salaries were higher than expected and there was a payment for Christmas lights (bulbs and containers) that was not expected. This expense cannot be capitalised. There was additional expenditure on Admin due to advertisements being placed for Town Clerk and also payments on Sage software and Web Site. It was noted that expenditure on the Town Plan should be reimbursed by a grant. Cllr Mrs Pell remarked that there was an expenditure on Christmas lights each year and this needed to be put into budget – it was thought that all bulbs are now low wattage. Cllr Radley noted that salary and wage expenditure reflected some back pay that was due because the Local Government settlement had been higher than expected for some employees and this had a £2k impact. It was noted also that for a period there were two persons in post as Town Clerk. It was suggested that the charges to Sainsbury’s and East of England Co-op should be reviewed in the light of increased wages for Attendants but Cllr Mrs Pell urged caution as number plate recognition may be implemented thus making Attendants redundant. Cllr Fox noted that NPR is on the increase. It was suggested that this matter be kept under review and Cllr Radley asked the Town Clerk to look at this expenditure. On the Earmarked Reserves section of the report it was noted that the Christmas Party (Senior Citizen’s Parties) Account was closed and in answer to questions Cllr Mrs Pell said it should be in another account. This to be discussed with Officers. Cllr Hume asked who were signatories to the account to be opened by Couriers but at present this was not settled. Under Capital Reserves it was noted that there had been some recovery of cost from the Rugby Club for new building with a further balance to be paid by Courtauld Management Committee. Eventual cost of £2109 would be funded by Halstead TC.
Cllr Radley then spoke about Report 7a – Monthly Performance and noted that car park receipts were lower than usual but raised no concerns about this report.
Cllr Radley moved that report be noted and this was seconded by Cllr Gronland. There was a unanimous vote that report be noted.
Report on 7a Monthly Performance Bookings and Sickness/absence was moved for approval by Cllr Gronland and seconded by Cllr Hume. Report was unanimously adopted.
Report 7b – Payments to be approved was moved for acceptance by Cllr Radley, seconded by Cllr Gronland and unanimously adopted.
Cllr Radley then spoke about report 7c – Section 106 Funding Report and asked that some priorities be identified to take forward. He noted that Disabled Play Equipment be added to the identified projects and noted comments from Questionnaires received back that provision of tennis courts had been one of the top requests.
Cllr Radley suggested that at present Council should focus on the £42K that is currently available for projects and that two programmes should be identified.
Cllr Gronland said that more play areas should be a priority and it was suggested that a Multi Use Games Area would fill the requirement for play areas and also for tennis courts if one of a suitable size was identified. It was thought that this area could be sited at Courtaulds Sports Ground – this would fit all criteria although it was a large task and funding would have to be sought. It was said that Courtaulds Management Committee may be able to get funding and a proposal for this must be put through the Management Committee. Cllr Hume noted that there was a tennis court at Courtaulds some years ago and a Games Area may diminish parking area. Cost would be in the region of £130K. Cllr Munday said he felt that this should be a separate project and Section 106 money should not be used for this. Cllr Radley agreed and felt that the £42K should be focused on Ramsey Road Playing Field and suggested that two projects be identified for this area. Cllr Penn urged that a Disabled Play Area be established at Ramsey Road and discussion took place about whether this would be the most suitable location.
Cllr Mrs Penn put forward a motion that the two identified projects for Section 106 money should be a Disabled Play Area and some Climbing Frames for the Ramsey Road Playing Field. This motion was seconded by Cllr Mrs Sutton and there was a unanimous vote for this proposal.
Cllr Radley proposed that a CIF grant be sought for an outdoor gym at Ramsey Road at a cost of about £20K and this was seconded by Cllr Gronland. Proposal was unanimously adopted. Cllr Mrs Pell suggested that funding could also be sought from Essex Community Foundation.
Cllr Radley proposed that in the medium term a proposal for a Multi Use Games Area be explored for Courtaulds Sports Ground. This was seconded by Cllr Mrs Diver and unanimously adopted.
The proposal that the former project of an outside gym for Ramsey Road be changed to the Multi Use Games Area at Courtaulds was put by Cllr Radley and seconded by Cllr Munday. Proposal was unanimously adopted.
With regard to the proposed expenditure of Section 106 money from project at The Tythings Cllr Mrs Pell felt this should be spent at Ramsey Road. After discussion, however, it was proposed by Cllr Radley that this money be put towards the Multi Use Games Area and this was seconded by Cllr Mrs Penn. There was one abstention to a vote for this proposal.
The remaining Section 106 money that had been identified for the River Walk Project amounts to £2617 and Cllr Radley proposed that this be used for installation of a Trim Trail on the River Walk. This proposal was seconded by Cllr Mrs Diver and was unanimously agreed.
Report 7d – Staff Review. Town Clerk spoke about the current practice of allocating wages/salaries to each activity and said that this had now outlived its purpose. It was suggested that this practice now be discontinued. Cllr Mrs Pell said that she had no objections as long as Local Government regulations were satisfied and also Council Auditor had no objections. Cllr Mrs Pell moved that this practice now be discontinued and Cllr Mrs Diver seconded this motion. Motion was unanimously adopted.
Cllr Mrs Diver resumed Chair of the meeting
57. COMMUNITY CENTRE CHARITABLE COMPANY REPORT
Chairman proposed that this report be noted.
Report was noted by a unanimous vote.
58. YOUTH
Cllr Mrs Penn informed the Council that the Halstead Youth Council had come top in their age group at the Halstead in Bloom Young People’s Competition for the second year running. She also reported that a meeting had been set up with Ramsey Academy for the 20th September.
Report was noted
59. TOWN TEAM
Cllr Radley passed around copies of the new leaflet that supersedes the former Buddy Newsletter and commented that the new leadership is taking the Town Team forward.
Cllr Gronland spoke about banners for the monthly market and Town Clerk said that a meeting had taken place with the Chairman and Secretary of the Town Team where it had been noted that Halstead TC could not erect the banners. This task had now been passed to HIMS. Town Team had been asked to marshall at the Annual Torchlight Procession (26th November 2016) and had willingly agreed to do so – Chairman noted that Councillors would also be required for marshalling duties.
Cllr Mrs Penn asked where the new leaflets could be found and it was said that they are at The Library and also at Halstead TC Office – it was stressed that this leaflet is not just for traders.
Proposal to accept the report was made and adopted.
60. DISTRICT COUNCILLORS’ UPDATE
A verbal update was given by Cllr Hume who spoke on the Councillors Community Grant Scheme that is now running – each Ward Councillor has £1500 to award from 1st September 2016 to 31st March 2017 and an additional £1500 from 1st April 2017 – 31st March 2018. Grants from £100 to £1500 can be had in each case. Further details are on the BDC web site. Cllr Hume noted that the Local Plan Consultation closed on Friday 19th August. Cllr Hume spoke about BDC involvement in the Essex Energy Switch scheme and said that Councillors encourage registration that may save costs to end users. Since the last Halstead TC meeting various BDC meetings had taken place, all of which are webcast. Cabinet meeting on 18th Jul. Planning meetings on 15th July and 2nd August. Licensing Committee met on 20th July and agreed that no additional Hackney Carriage Vehicle Licence will be issued at this time and that letters to be sent to all schools to advise them of licensing requirements with regard to School Proms. An Overview and Scrutiny meeting took place on 13th July and a Task and Finish Group reviewed apprenticeships with a report to be taken to Full Council. Broadband provision, especially in rural locations, was discussed and it was agreed that speakers will be invited to future meetings together with an independent consultant. A Task and Finish Group to review obesity in the district was formed and a progress report on this will be made at the next meeting of the Overview and Scrutiny Committee. Cllr Mrs Pell is part of this Group and advised they will meet on 31st August.
Chairman thanked Cllr Hume for this report and the Report was noted.
61. COMPLAINTS PROCEDURE
A report detailing the Complaints Procedure adopted by the Town Council was before the Council formulated by Town Clerk following a suggestion by a member of the Public. This is a standard Procedure.
Cllr Mrs Pell proposed that report be noted. Motion was seconded by Cllr Sutton and was carried with a unanimous vote.
62. SAGE COMPUTER LICENCE
A report was before the Council on a proposal to add Sage software to all computers in the Town Council Office. Town Clerk said this would improve efficiency and Councillors agreed that this would be a good use of money.
Acceptance was proposed by Cllr Radley and seconded by Cllr Gronland. Motion was carried unanimously.
63. COUNCIL VAN. A proposal to replace the current 7-year old van was before the Council with some costings. It was agreed to upgrade the van. (Cllr Fox and Cllr Gronland were asked to explore possibilities and to make further proposals). Town Clerk advised that current mileage was 33000. Proposal to proceed for purchase was made by Cllr Day and seconded by Cllr Mrs Penn. Motion was carried unanimously.
64. FREE PARKING REQUEST (CHRISTMAS FAYRE) 26th November 2016. Proposal was requested to waive parking fees from 10am on the day of the Christmas Fayre and this proposal was moved by Cllr Pell, seconded by Cllr Munday and carried unanimously.
65. POLICIES FOR STAFF
Various policies were put forward to Council: Equality and Diversity, Data Protection, Grievance, Disciplinary and Health & Safety. Reports were noted and move to
accept was made by Cllr Mrs Pell and seconded by Cllr Mrs Dingle. Vote to accept all polices was unanimous.
66. INTRODUCTION FOR INITIAL TRAINING FOR TOWN CLERK
A report was before the Council and Town Clerk said that the cost for this Training would be £99. It was hoped that this training would be extended to all staff and this would be a step towards making Halstead TC a Quality Council. Proposal to agree to this training was made by Cllr Mrs Penn, seconded by Cllr Mrs Dingle and unanimously accepted.
67. 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.
Public and press left the meeting.
68. REPORT FROM STAFF REVIEW GROUP
A report was before the Council following Staff Review meeting of 1st August.
Group had considered regularising the employment of Julia Smith as Minutes Clerk for Full Council Meeting from 11th July but decided that Clerk be asked to establish whether it would be cheaper to employ Mrs Smith or continue accept invoices for the work. After the meeting Clerk established that the latter was the cheaper option.
Item 4 on the report asked for consideration of appointing a Deputy Town Clerk and it was suggested by Cllr Radley that decision on this matter be delayed until budget was formulated for next year’s business as cost would be in the region of £2100-£2800. Cllr Mrs Diver suggest that discussions be delayed for three months. Cllr Radley made the proposal that this matter be put into next financial year and proposal was unanimously accepted.
Chairman asked for a vote on Standing Orders to extend business and this was proposed by Cllr Mrs Pell and seconded by Cllr Munday.
Cllr Hume made the point that any appointment of a Deputy Town Clerk should go through the usual process – it would not have to be advertised externally as there was no additional appointment but it would need to be advertised internally.
There being no further business, the Chairman closed the meeting at 9.31pm