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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 Mrs J Allen | Present | |
| Councillor Mrs S Dingle | Present | |
| Councillor Mrs S Diver | Present | |
| Councillor C Fox | Present | |
| Councillor D Gronland | Present | |
| Councillor D Hume | Apologies | |
| Councillor Mrs J Pell | Present | |
| Councillor Mrs E Penn | Present | |
| Councillor Mrs J Sutton | Present | |
| Councillor G Warren | Present |
Also in attendance: Public – Cllr S Kirby (BDC), Ms H Woolf, Mr M Fincken, Mr M George, Ms L Kemp, Mr R Smith, Mr M Sweeting
Sarah Greatorex (Town Clerk)
Julia Smith (Minute Clerk)
001. APOLOGIES FOR ABSENCE. There was an apology from Cllr Hume as he is unwell.
Cllr Munday proposed approval of apology and this was adopted by unanimous vote.
002. DECLARATION OF INTERESTS: Cllr Mrs Pell declared NPI in Agenda item 5.Planning – 18/00725/FUL as Agent is known. NPI 18/00748/FUL as neighbour is known and NPI 18/00682/FUL as neighbour is known. NPI Agenda item 7g (A) as member of Braintree DC and NPI Agenda item 8 as Chairman of H4C. Cllr Mrs Penn declared NPI Agenda item 7g (A) as youth liaison member of HTC. Cllr Fox declared NPI in Agenda item 5 -Planning 18/00748/FUL as neighbour is known. Cllr Mrs Allen declared NPI in Agenda item 7g (A) as member of Braintree DC. Cllr Munday declared NPI in Agenda item 5 – Planning 18/00697/FUL and 18/00748/FUL as he lives in Ashlong Grove, and the neighbours are well known to him. Cllr Radley declared NPI in Agenda item 7g(a) and (b) as chairman of the Twinning Association ref payment of the wood carving.
003. PUBLIC QUESTION TIME: Cllr S Kirby (BDC) said that he wished to make a statement and offered congratulations to the outgoing Chairman, Cllr Mrs Diver, on her two years in office. He felt that Cllr Mrs Diver had done excellent work in promoting Halstead and thanked her for support received during his term of office as Chairman of Braintree DC. Cllr Kirby thanked her for her efforts and for her friendship. Ms H Woolf had noted an article in local press regarding Town Council’s efforts to encourage shop owners in the High Street and wondered if Braintree DC had updated the Town Regeneration Plan. Cllr Mrs Pell replied that BDC are awaiting a report from Essex CC. Cllr Munday said that it was hoped that an update would soon be received. Mr M Sweeting said that he spoke not just for himself but also for neighbour Mr Bishop and thanked Halstead TC for help and support regarding the developments in Oak Road. He said that there had been some difficult times but thanked Cllr Mrs Pell and the Town Clerk for all their assistance during the long haul and with much paperwork. He said that it appeared that all was to no avail as identified problems had not been addressed but thanked all Councillors present for their assistance.
004. MINUTES To approve the minutes of the meeting on 16th April 2018. Minutes had been circulated and Proposal to adopt was put forward by Cllr Mrs Sutton and seconded by Cllr Warren. Minutes adopted with two abstentions.
Cllr S Kirby (BDC) left the meeting at this point as he sits on Planning Committee at Braintree DC
005. PLANNING APPLICATIONS Cllr Hume was absent from the meeting but had provided advice and notes for Cllr Mrs Pell who took the Chair for this agenda item.
18/00574/FUL – Land Adjacent 85 Colchester Road, Halstead, Essex – Erection of 4no. dwellings and associated works – amendment to Terrace A following grant of planning permission reference no. 17/00638/FUL. Cllr Mrs Pell noted that a similar application had been before Council on a previous occasion. At Committee this application had been refused and then further refused on appeal because of proximity to the Halstead Cemetery and historic grounds. It was noted that the proposed buildings were still high so the original grounds for Halstead TC’s recommendation for refusal were still applicable. Cllr Mrs Penn proposed that Council recommend refusal of this application on grounds of it being not in keeping with the heritage environment. Proposal was seconded by Cllr Gronland and carried unanimously.
18/00643/FUL & 18/00644/LBC – Windmill House, Mill Chase, Halstead. Add in a wooden picket fence between existing fence posts and in front of growing hedge, add a section of railings to form a courtyard area between the windmill base and the house, and pave the section of courtyard to create a seating area. It was noted that an objection had been received stating that privacy would be spoiled but Cllr Mrs Pell said this was a legal reason for objection so could not be discussed. Cllr Mrs Pell proposed no objection to this application provided that no legal reasons for refusal were in force. Proposal was seconded by Cllr Mrs Allen and carried unanimously.
18/00725/FUL – 11 Bullfinch Drive, Halstead, Essex. Erection of two storey rear extension. Cllr Mrs Diver noted that plans for this application were very clear and to be commended. Cllr Mrs Pell proposed that Council made no objection to this application. Cllr Mrs Diver seconded the proposal and it was carried unanimously.
18/00682/FUL – 12 Sloe Hill, Halstead, Essex. Erection of two storey rear extension to replace the existing with two front dormer windows. Cllr Mrs Pell said that there had been no objections to this application and it did not seem to be out of place. Therefore Cllr Mrs Pell proposed no objection to this application. Cllr Munday seconded this proposal and it was carried unanimously.
Cllr Munday left the meeting at this point.
18/00697/FUL – 10 Ashlong Grove, Halstead, Essex. New pitched roof to replace existing flat roof. All agreed that pitched roofs are preferable to flat roofs and therefore Cllr Mrs Pell proposed no objection to this application. Cllr Radley seconded the proposal and it was carried by unanimous vote.
18/00748/FUL – 28 Ashlong Grove, Halstead, Essex. Erection of a single storey front extension. It was queried whether this extension would bring the building in front of the building line, but it was noted not to be the case. Cllr Mrs Pell proposed no objection to this application and proposal was seconded by Cllr Gronland. Proposal carried by unanimous vote.
Cllr Munday returned to the meeting
18/00498/FUL – Erection of first floor rear extension. 27 Morley Road, Halstead, Essex. CO9 2ED. It was noted that one objection showed on the BDC planning website but this was an objection against a property in Steeple Bumpstead. It was requested that Braintree DC be informed of this error. Cllr Mrs Pell proposed no objection to this application and this proposal was seconded by Cllr Munday. Proposal was carried by unanimous vote.
16/01646/OUT – Outline application with some matters reserved except access. Residential development to include a total of 16no. supported living homes, 9 no. market homes falling within Use Class C3 of the Town and Country Planning (Use Classes) Order. Land adjacent to Blamsters Farm, Mount Hill, Halstead. It was noted that there had been no objections or recommendations by Essex CC Highways regarding this development. It was also noted that the land falls outside the present Town Boundary and instead comes under the curtilage of Halstead and Greenstead Green Rural Parish. It was noted that a refuge was proposed at the entrance and that an existing bus stop and the Town Sign and ancillary planting would be moved. It was felt that access to the site was poor and Council was not happy that Essex CC Highways had lodged no recent comments for this application. It was said that the proposal falls within the Local Development Framework with the type of housing proposed and that therefore there are no planning reasons to refuse the application. However ECC Highways had made some conditions regarding a previous application at this site, which had been refused by Planning Committee. Cllr Mrs Diver felt that a more comprehensive review of the area should be made before any permissions were granted and also felt that the Essex County Councillor for Halstead should be copied into the Town Council proposal. It was noted that provision of pavements was one of the conditions made. Cllr Mrs Pell proposed that Town Council make no objections to this application but said that strong concerns were raised about Highway issues and asked for a review of the whole area with regard to existing development and proposed applications for housing and access roads in the near vicinity. This proposal was seconded by Cllr Gronland and carried unanimously.
As an Addendum Cllr Pell requested that Braintree DC be asked if this site falls within the new proposed boundary for Halstead Urban and, if it does not, it was asked if inclusion can be considered. It was also asked that Cllr Mrs J Beavis, Essex County Councillor for Halstead be made aware of Council’s comments.
18/00754/FUL – Erection of single storey rear extension. 2 Bullfinch Drive, Halstead, Essex. Cllr Mrs Pell proposed no objection to this application and this proposal was seconded by Cllr Mrs Diver. Proposal was carried by unanimous vote.
Cllr S Kirby (BDC) returned to the meeting.
006. MAYOR’S APPOINTMENTS AND ANNOUNCEMENTS.
Cllr Munday noted attendance by outgoing Mayor at various events at this busy time of year. It was noted that a visit to Essex Air Ambulance had been made and Cllr Munday announced that this would be his nominated Charity for his year in office and he would be fund raising for them. He said that a £25 donation keeps the helicopter in the air for 12 minutes and he felt the charity would be worthy recipient for donations he could make. Report was noted.
007. FINANCE. Cllr Radley Chair of Finance took the Chair for this part of the meeting.
7a Finance. Cllr Radley noted that the Income and Expenditure account showed that income was close to budget for year to 31st March 2018 and that expenditure was over £12K below budget due mainly to move from Mill House. The move, he said, had not been planned when setting budget but it was pleasing that in the 6/7 months since moving from Mill House some £10K had been saved. The surplus in accounts would be put to Reserves to allow for future spends. It was pleasing that the earmarked reserves now stand at over £21K allowing plans to be made, for example, for the forthcoming elections in May 2019 and maintenance issues including some reserves towards repairs to the roof at the Empire Theatre. Some money could also be put aside towards refurbishment of the Kings Road toilets. Cllr Radley said that the cash account balanced and the Council had been praised for good accounting practices. Cllr Gronland spoke about the Town Team account and was told that this money is ring fenced for Town Centre improvements and for the Christmas Fayre. It was agreed that the Fayre is largely self funding and it was said that this would mean more money available for some regeneration in the Town Centre. Cllr Mrs Pell noted that the Town Sign does not, in fact, belong to the Council. She explained that it was purchased through donations in memory of a local resident. Cllr Radley proposed acceptance of the 2017/18 accounts and that the Town sign should be removed from the asset register. Proposal seconded by Cllr Mrs Sutton and unanimously agreed.
7b Internal Auditor’s Report. Cllr Radley said that there were two matters outstanding from previous audit that had now been addressed. It was noted that accounts are now verified by Councillor who is not a signatory or Chair of Council or Finance Committee and this is Cllr Gronland. Cllr Gronland said that he is confident in the report. It was suggested that the building assets are now revalued and it was agreed that an independent valuer be asked to complete this task – Cllr Radley to report back on this action. Cllr Fox asked if action had been taken regarding the new GDPR laws. It was said that Councils do not have to comply with all of the new laws but that actions had been taken. Cllr Radley proposed acceptance of this report and this proposal was seconded by Cllr Mrs Diver. Proposal unanimously agreed.
7c Approval of annual governance statement. Report was before Council and Cllr Radley proposed acceptance. Proposal was seconded by Cllr Warren and unanimously agreed. Report was signed by Chairman and Town Clerk.
7d Approval of accounting statements for audit. Report was before Council and Cllr Radley proposed acceptance. Cllr Mrs Dingle seconded the proposal and it was carried by unanimous vote. Report was signed by Chairman.
7e Approval of Direct Debits for Financial Year 2018/19. Cllr Radley noted that business rates were not now levied for the part of the Queen’s Hall occupied by the Town Museum. Cllr Mrs Pell queried wording for authorisation and it was said that the words ‘of the Council’ be added. Cllr Mrs Allen asked about cost of electricity for the King’s Road toilets and it was said that better rates had been negotiated for the coming year but that there were several electronic items at the site that contribute to the cost of electricity at the site.. Cllr Radley proposed acceptance of the report for Direct Debits and the proposal was seconded by Cllr Mrs Penn. Proposal was accepted by unanimous vote. Direct debit mandates were signed by Chairman and Deputy Chairman of the Council.
7f Monthly Finance Report. Report was before Council for month of April 2018. Income was explained and it was said that expenditure is being controlled. Some calculation anomalies created by Sage in the Variance report were noted and will be checked. The question of grants to local groups and societies was discussed and it was said that there is now a process of application and a cut off time after which these applications will be reviewed and grants processed accordingly. It was suggested that this process be explained again in the local press and advertised on web site, and also that as HTC has a list of the local clubs and organisations, that they be contacted directly so that they do not miss out on the opportunity to apply for this grant. Cllr Warren asked about extra permit car parking spaces in Chapel Street and it was said that 9 places had been allocated and 6 places currently given for permit holders although spaces were not dedicated. Cllr Radley proposed acceptance of the report, subject to checks, and this proposal was seconded by Cllr Penn. Proposal adopted by unanimous vote.
7g (A) and 7g (B). Cllr Radley explained the payment to Smiths of Derby which was for repairs to the Church Clock effected in 2017/18 and now due for payment. Cllr Mrs Dingle asked about postage costs and it was explained that this expenditure was for top up of the franking machine and that the cost should be spread over the year. Email is used wherever possible, and as a result of the drive for a paperless office, postage costs have been halved. Cllr Radley proposed acceptance of this report. Cllr Gronland seconded the proposal and it was adopted by unanimous vote.
7h Approval of 2018 pay scales. Cllr Radley explained that Local Government Association had come to agreement over pay scales some of which were higher than expected. These scales must be implemented from 1st April 2018, meaning that expenditure on wages and salaries for the year will be higher than budget. Cllr Radley said that savings will have to be made in other areas to compensate for this greater expense. Cllr Radley proposed acceptance of these pay scales and Cllr Mrs Penn seconded the proposal. Proposal was accepted by unanimous vote.
Cllr Munday resumed Chair of the meeting
008. COMMUNITY HALL REPORT Cllr Mrs Pell gave a verbal report saying that Braintree DC are very willing to assist with the project and a meeting has been arranged for the near future. Report was noted
009. YOUTH REPORT . Cllr Mrs Penn reported a meeting with Hannah who is keen to re-energise the Youth Council and has another 8 to 10 other young people who are keen to meet for an informal talk. Ann Thrussell (registered youth worker) is also keen to be involved. Report was noted
010. DISTRICT COUNCILLORS. Reports had been given at the Annual Town Meeting on 14th May and there was little further to add other than that some member training days will take place shortly. Report was noted
011. SUPPORT FOR REPAINTING OF THE RESOURCE CENTRE BY THE YOUTH COUNCIL.
Cllr Mrs Penn noted that young people had painted the large room at the Resource Centre which they use on a regular basis. The cost for paint was £264.97, £100 of which had been raised by the young people. the remaining £164.97 had been paid by Cllr Penn who now asked for repayment from the Youth Council budget. Cllr Mrs Pell proposed that this money be paid and this was seconded by Cllr Radley. Proposal was agreed with 1 abstention.
012. FINANCIAL SUPPORT FOR A HALSTEAD STAND AT A VISIT ESSEX EVENT.
It was agreed at the April Full Council meeting that Halstead TC would put aside up to £500 for two years’ membership of Visit Essex but it appears that the Chamber of Trade has now agreed to pay for membership but has asked that Halstead TC pays for the Town to have space at a Visit Essex exhibition at a cost of £500 per year. Cllr Fox asked if this sum would pay for space at the exhibition or would also pay for a stand – this is not known. Cllr Pell said that she is Chair of a task and finish group at Braintree DC that is looking a tourism in the area but that there is just one part time officer dedicated to this work. It was suggested that investigation be made to check that Halstead is not being asked to pay twice for the same thing. Cllr Pell proposed that money should be spent, subject to checks. Cllr Radley asked if we have received the Portas money from Braintree DC and was told that it has not yet been received. It was suggested that the money be paid for 1 year but then be subject to a review of effectiveness. Cllr Fox asked against what parameters reviews could be made.
Cllr Munday proposed that £500 be paid for one year and that a review then be taken, with Braintree DC, to check that money has not been spent twice. Cllr Munday also proposed a review after one year looking at feedback before further money is spent. This proposal was seconded by Cllr Warren and agreed with 1 abstention.
013. 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 were no further matters to discuss.
There being no other business meeting was closed at 9.04 pm.