Finance & General Purpose Committee Minutes 9th March 2009
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HALSTEAD TOWN COUNCIL |
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MINUTES OF FINANCE & GENERAL PURPOSE COMMITTEE |
Membership:
| Councillor M Gage | Chairman | Present |
| Councillor G Howlett | Vice Chairman | Present |
| Councillor Mrs H Catley | Present | |
| Councillor Mrs S Diver | Present | |
| Councillor Mrs L Hilton | Apologies | |
| Councillor D Hume | Present | |
| Councillor Mrs J Pell | Present |
Also in attendance: Cllr Mrs. Beryl Gage
M C Murkin, Town Clerk
Mrs. J. Smith, Minute Clerk
Mr. D. Osborne - public - joined durint item 5 and left after asking question (item 3 of the Agenda, taken out of order) and receiving an answer.
143. APOLOGIES FOR ABSENCE. Cllr. Mrs. L. Hilton
144. Declaration of Interests
To declare any ‘personal' or ‘personal and prejudicial' interests relating to items on the agenda having regard to paragraphs 7 to 11 inclusive of Part 2 of the Code of Conduct for Members and having taken appropriate advice (where necessary) before the meeting.
Cllr.Mrs.H. Catley declared a personal interest in item 5. 09/00151/FUL. Surveyor known.
Cllr Mrs. S. Diver declared a personal and prejudicial interest in item 5. 08/02213/OUT. Developer known to family
Cllr Mrs. B. Gage declared a personal interest in item 5. All planning applications as member of BDC Planning Committee.
Cllr Mrs. B. Gage declared a personal and prejudicial interest in item 10. Mill House as agent is family member.
Cllr M. G. Gage declared a personal and prejudicial interest in item 10. Mill House as agent is family member.
Cllr G. Howlett declared a personal interest in item 5. 09/00238/FUL as applicant known to him.
Cllr D. Hume declared a personal and prejudicial interest in item 5. 09/00151/FUL as lives close to plot.
Cllr Mrs J Pell declared a personal interest in item 5, all planning applications, as Member of BDC Planning Committee.
145. Public Question Time (this item was taken out of order)
Mr. David Osborne asked where he might find information on past owners/lessees of all Halstead High Street shops for an historical project. He was advised that the Public Records Office in Chelmsford may hold data. It was also suggested that he write to Mr. Steve Daynes of Braintree District Electoral Office and also investigate the rating records and planning applications at Braintree District Council.
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146. Minutes
The Minutes of the meeting held on 22nd January 2009 were approved.
147. PLANNING APPLICATIONS
Cllr Mrs. S. Diver, Chair of Planning Committee took the chair for this item.
09/00163/FUL. 123 Hedingham Road, Halstead. CO9 2DW - Erection of two storey side extension.
Members raised no objections.
09/00171/FUL. 25 Sudbury Road, Halstead, CO9 2BB. Erection of first floor side extension.
Members raised no objections.
09/0179/LBC. Swinton, 9 Bridge Street, Halstead, CO9 1HU. External redecoration, repair of decayed timber window frames and installation of air conditioning.
Members were pleased that some redecoration would take place.
Members raised no objections.
09/00184/FUL & 09/00185/LBC. - 11 Hedingham Road, Halstead CO9 2DA - Change of use from A1 (shop) to C3 (residential) and erection of first floor rear extension over existing single storey structure including internal alterations.
Members raised no objections.
09/00151/FUL - Former Car Park, Manfield, Halstead. Erection of terrace of 3no. houses and a coach house incorporating garages on ground floor with residential units above.
Members are concerned about overdevelopment of this plot and noted there have been 5 objections so far. Members asked that Braintree Committee decide on this matter.
08/02213/OUT - 41 Chapel Hill, Halstead. CO9 1JP. Demolition of existing workshop buildings and erection of 4no. flats and associated parking
Cllr Mrs. S. Diver left the meeting for this item, Cllr M. Gage took the chair.
Members were concerned that residents at nos. 1 & 3 Dooley Road must have their privacy protected. Members raised concerns about the number of parking places to be provided.
Cllr Mrs. S. Diver returned and resumed the Chair
09/00238/FUL - 9 Chaffinch Way, Halstead. CO9 2HW. Erection of two storey side extension.
Cllr G. Howlett left the meeting for this item.
Members raised no objections.
Cllr G. Howlett returned to the meeting.
148. REFERRALS FROM AMENITIES COMMITTEE
There were no referrals from the Amenities Committee
149. REQUEST FOR GRANT. Miss Lauren Kent. To attend a Guiding trip to Sangam World Centre.
Members agreed that a grant of £200.00 be made to Miss Kent on condition that a presentation be made to Full Council about the trip on her return.
150. REQUEST FOR GRANT. National Childbirth Trust, Halstead branch. Members agreed that this is a National charity, so grant should not be made from local Council budget.
Members agreed that this group should be advised to contact B.D.V.S.A. to ask for information about what suitable grants might be available.
151. QUEEN'S HALL CAR PARK RESURFACING.
Revenue account for Queens Hall reviewed. It was agreed that funds could be allocated to this necessary work. Quotes were reviewed.
Agreed that the quote from Wiles Contractors Ltd. (£6735 plus VAT) be accepted and work put in hand as soon as convenient (taking hall bookings into account).
Chairman requested that a model Project Management form be obtained from Braintree District Council to aid the Town Clerk in robust management of this project and to ensure that a formal procedure is adhered to.
152. MILL HOUSE - DAMP IN REAR OFFICE.
Cllr Mrs.B. Gage and Cllr M. G. Gage left the meeting.
Cllr G. Howlett took the chair for this item.
Clerk outlined the current situation with the room, and explained that a specialist's report had been obtained. Landlord had also surveyed the area, and has sent two proposals based on quote obtained.
a) that the Landlord and Town Council share the cost - £4000 each or
b) that the Landlord will pay the whole amount if the Town Council gives up the
right to determine the lease at a break clause scheduled for 14th March 2015.
The Town Clerk pointed out that to accept option b) would mean that the Town Council would commit to remain in situ to the end of the lease at 14th March 2024. Town Clerk asked members to note that no surveyor had been into the cellar under the room to survey condition of floor joists, etc.
It was agreed to write to the Landlord, without prejudice and subject to contract, that Town Council will pay half the cost, but that liability be limited to £4000 (plus VAT).
Cllr Mrs. B. Gage and Cllr M. G.Gage returned to the meeting.
153. BRIDGE STREET CAR PARK
This item refers to area close to the footbridge from Bridge Street Clerk has been unable to ascertain ownership of this area, but is still investigating. It was suggested that a notice be displayed stating the Council's intention to re-surface the area and asking for anyone with interest in the land to contact the Town Clerk.
It was suggested that ECC Highways should be contacted prior to any notice being erected.
It was agreed to accept the quote from Ewenson Surfacing (£950 + VAT) and Clerk was requested to obtain a Project Management form to ensure correct handling of this work. It was requested that the Clerk write to the Day Centre thanking them for their assistance in trying to ascertain ownership of this land.
154. PRIORY HALL PLAYING FIELD.
Clerk outlined details of the proposal, and it was agreed that this would be an excellent amenity for Courtaulds and that the Youth Football Teams were keen to use this area. Question of purchase of the necessary posts, nets, flags, etc. was raised and it was also questioned who should collect rent for this part of the field. ECC has indicated that Town Council can use the land ‘for a nominal rent' but no figures have yet been given.
Members noted the current position
155. FINANCIAL MONITORING
Report was viewed, request was made that Full Council should recommend that any unspent money should be carried forward.
Councillors asked why it had not been noted that electricity had not been billed for one year resulting in one large invoice. Clerk assured that this will be monitored in future.
Members noted the report
156. MONTHLY PERFORMANCE
The report was noted.
Sickness absence has increased due to one long term illness.
157. BUDGET WORKING GROUP
Action items were reviewed.
Chapel Street Car Park. Clerk was asked to write to Somerfield without delay to ask that the car park area be re-surfaced as soon as possible. It was noted that delivery lorries are still turning in the car park area.
Bus Shelters. Survey has taken place. ECC Highways is co-operating.
Trees in containers. Awaiting information from M. Crow (BDC). Clerk asked to progress this matter.
Christmas Lights. Amenities to consider the quote from P. Robertson for display at Weavers' Court Christmas 2009.
All other matters discussed by Budget Working Group are progressing.
Chairman asked for any ideas on how best to spend allocated money and requested that they be put to Clerk as soon as possible..
158. EXCLUSION OF PUBLIC AND PRESS
The following resolution was proposed and seconded:
RESOLVED: That pursuant to the provisions of section 1(2) of the Admission to Meetings Act 1960, in view of the next items to be conducted, the press and public be excluded from the meeting.
The meeting closed at 8.55 pm
Mike Murkin
Town Clerk.