Halstead Town Council

Membership:

Also in attendance:   Cllr M Fincken
                                 M C Murkin Town Clerk, 
                                 Mrs. J. Smith, Minute Clerk

271.    APOLOGIES  FOR  ABSENCE.  
Received from Cllr Mrs H Catley and Cllr Mrs S Diver

272.   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 J A Pell declared possible interest in Agenda Item No. 10 as applicant known to her.

273.    PUBLIC  QUESTION  TIME
There were no members of the public present.

274.    MINUTES
The Minutes of the meeting held on 8^th July 2010 were unanimously adopted.

275.    PLANNING  APPLICATIONS
There were no planning applications to discuss
            

276.    REFERRALS  FROM  AMENITIES  COMMITTEE
There were no referrals from this committee

277.    FINANCIAL  MONITORING
Report was noted

278.     MONTHLY   PERFORMANCE
Chairman noted that receipts for Chapel Street in July were about £2000 less than July in 2009; Clerk said that this was partly due to the car park machine being out of order following theft and also because receipts in 2009 were increased due to the new Sainsbury store being opened.
It was also noted that there was an increase in staff absence for August; this was due to one member of staff having prolonged sick leave.  
                       
279.    RECEIPTS  AND  PAYMENTS  SINCE  LAST  MEETING
Reports 9a and 9b Summary for June and July were shown and unanimously accepted.  Reports were signed by the Chairman.
Report 9c Monthly summary for August 2010 was not available

280.    REQUEST  FOR  A  GRANT - Jack Rivers
A request had been received from Jack Rivers for a grant towards the cost of attending the UK Youth Centenary Gala in London.  Clerk had sought further information about this request, but this had not been received.
It was noted that Jack Rivers works within Braintree District Youth Council and the Hedingham Youth Council and members applauded his efforts.  However, it was not clear which body he would be representing on this visit, and it was suggested that he should apply to other funders such as Braintree District Council, the Earls Colne Educational Trust or his local Parish Council.  Clerk to write and advise Jack on this matter.

281.    PARISH  SUPPORT  GRANT
Following a recently circulated letter from Earls Colne Parish Council to all local councils in the area a letter had been received from Cllr Tony Hayward, Chairman Braintree Association of Local Councils.  It was said that  B.A.L.C. could not agree with Earls Colne Parish Council as it was felt that the position of Braintree District Council had been misinterpreted.   It was said that agreement had been made to continue with the present grant at the current level until the financial year 2012/13 and a warning had been given that the Parish Support Grant may not be able to continue after that period.  B.A.L.C. has secured an agreement with two local MP's to meet and discuss the way in which Local Councils fit in to the Government's plans for the future of local government. 
Following this explanation it was decided to hold this matter in abeyance until there is clarification of future plans and when this is received it will be discussed at a future Full Council meeting.

282.    INTERNAL  AUDIT
Clerk has been advised that present internal auditor has decided to retire, and  Clerk had therefore sought information from Witham Town Council and the Essex Association of Local Councils who had provided contacts of various local auditors Clerk had met with three candidates to date with another meeting scheduled.  
Those met so far had wanted 3-5 days each year to complete audits, and costs were all in the £120 - £125 per day.  
Chairman asked if all had experience of Local Authority accounts, and it was said that all candidates were well versed in local government requirements.
It was agreed that Clerk would prepare a short list of two candidates that would be circulated to all Councillors with a deadline for comments.  Mayor, Chairman of Finance and General Purposes Committee and Town Clerk would then make a decision that would be announced at  Full Council Meeting.  It was agreed that the
successful candidate should be invited to attend a Full Council Meeting to be introduced to Councillors.

283.    FEES  AND  CHARGES
It was generally agreed that there should be a tightening of approach to all fees and charges and Cllr D Hume said that there needed to be some clear guidelines in place for staff to follow.  
Clerk had recommended that all charges should be reviewed at budget setting; that Mayor and Town Clerk should agree when staff time can be funded by the Town Council for one-off requests; that longer term requests should be referred to Finance and General Purposes Committee and that an initial charge of £10 per 
hour and 40p. per mile for van/tractor be set.
It was AGREED that these recommendations be adopted for budget setting

284.    PRIORITIES  FOR  2011/2012
Chairman had suggested a list of priorities for the 2011-2012 period: to keep Council Tax at a low level; to promote clean and green initiatives; to protect the current level of services to the community; to work with the District and County Councils and other partners to improve services to the public; to promote working partnerships with volunteer groups and to encourage youth activities in Halstead.  
It was stressed that Council Tax is now at a low level, and it was felt important that the other items should be worked through, taking this into account.  It was agreed that there should be positive encouragement to the youth in the Town   It was agreed that setting up a Youth Council should take priority, and that this should be a shadow of the Town Council.  It was agreed that the correct channel should be through Ramsey College, with other youth organisations and other schools being involved.  It was said that participation with organising events by young people should be encouraged to give insights into Civic Leadership.
It was said that members from Ramsey College would be invited to attend a Full Council meeting where the Head Girl and Head Boy, Deputy Head Girl and Deputy Head Boy with  lecturer Paul Taylor and the proposed Youth Council would be discussed at this time.  A programme and format for meetings should be set down, with basic standing orders. It was agreed that Youth Council would not have voting rights at Town Council but it was suggested that there should be financial support for a Youth Council.
It was RECOMMENDED that Full Council be asked to set aside a sum of £500 for Youth Council.

285.    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.

Meeting closed at  8.08 p.m.