Halstead Town Council

Membership:

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

304. APOLOGIES FOR ABSENCE.
Received from Cllr M Gage

305. 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 interest in Agenda Item No. 11 as member of Braintree District Council
Cllr D Hume declared interest in Agenda Item No. 11 as member of Braintree District Council

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

307. MINUTES
The Minutes of the meeting held on 11^th November 2010 were unanimously adopted.

308. PLANNING APPLICATIONS
There were no planning applications to discuss

309 REFERRALS FROM AMENITIES COMMITTEE
There were no referrals from Amenities committee

310. FINANCIAL MONITORING
Report was noted.

Expenditure for Queen's Hall in November was queried; it was said that the replacement door was purchased in this month.
It was noted that there was a large increase In Tenancies/Leases in November but it was said that this was a mis-post as expenditure was for Mill House.
Income for Mill House seemed to be higher than expected and Income for Mill House was queried. Clerk to check these items
It was requested that large percentage increases be explained with notes.

311. MONTHLY PERFORMANCE
It was noted that bookings at Mill House had increased, but that those at Queen's Hall were lower than normal. It was said that several bookings in December had been cancelled in adverse weather conditions.
It was also said that bad weather may have contributed to the decrease in income from car parks in November.
It was noted that income from car parks was decreasing and suggested that this trend be monitored. Clerk explained that one car park attendant had been on sick leave in September and October which would have had an adverse affect on income from car parks during this period. It is hoped that some cover for absence,
holidays, etc. of car park attendants could be arranged with replacement Queen's Hall caretaker in the near future.
Cllr Mrs H Catley noted that in 2009 the Sainsbury's store had opened meaning an increase in parking income, therefore income in 2010 was on a par with previous years.
Cllr Mrs J Pell suggested that the current Free Parking on Sunday may need to be reviewed in future.
Cllr Mrs J Pell noted that the Chapel Street car park had been cleared of snow, it was thought by J Sainsbury's employees, but Solar car park had been left in an icy condition.
Cllr Mrs J Pell noted that instances of sickness were increasing and asked that this be monitored; Clerk noted that in September/October most absence was a long-term sickness by one person.
Report was noted

312. RECEIPTS AND PAYMENTS SINCE LAST MEETING
Reports 9a and 9b Summary for October and November were presented.
Clerk noted that reports were in similar format to previous months
Cllr Mrs J Pell queried the apparent lack of payment by East of England Co-operative Society but it was said that this payment is made 6 monthly.
Clerk noted the high amount of outstanding cheques at end of November as several cheques had been prepared at the end of the month including cheques for part payment of Christmas lights and payment of pensions/N.I had been made at this time.
Report was noted

The minute secretary (who is the Halstead in Bloom secretary) left the meeting for the following item.

313. REQUEST FOR A GRANT - Halstead in Bloom.
A letter had been received from Halstead in Bloom asking if they would be required to purchase hanging baskets for the Town as they have in the previous three years at a cost of £2500.
Halstead in Bloom also asked if the Town Council could purchase some new, self-watering, planters to be placed along The Causeway at a cost of £3535.35.
Discussion took place, and it was AGREED that Halstead in Bloom be asked to purchase hanging baskets and AGREED that 28 troughs for placement at The Causeway be purchased at the costs outlined.

The minute secretary returned to the meeting.

314. REPORT FROM BRAINTREE DC - Proposals to save money.
Cllr Mrs J Pell said that information was available on the BDC web site but Clerk said that hard copy had not yet been received.
It was said that survey could be answered on-line, but there was no opportunity to give comments and reasons for decisions taken.
Cllr M Fincken suggested that those present work through the Survey and give answers and ask the Clerk to then write with these answers to Leader of BDC and also give comments from the Council.
It was said that there must be an assurance that the existing community facility in New Street would not be closed until a replacement was opened. An assurance had previously been given by the Leader of BDC that the New Street premises would not be closed until an alternative venue was ready, but it appears that now a closing date of March 2012 was set. The Play Group had been given a date for closure of their facility of July 2012; it was understood that the Brownie Pack that currently use the Hall have arranged to meet at the United Reformed Church. It was agreed that the situation is very confused at present.

The Proposed Savings Survey was reviewed:
i) Reduce our reception and call centre opening hours.
Reduce our reception opening hours at Causeway House to 5p.m. (from 5.30p.m.) and our call centre hours to 8.30p.m. to 5p.m. Monday to Friday (from 8a.m. to 5.30p.m.)
Possible saving £135,000 over 4 years.
(options: Yes, I agree/No, I don't agree/Neither agree or disagree).
Members felt that this small reduction of hours would not have major impact and therefore would agree - raise no objections.

ii) Reduce the Contact magazine to one or two issues a year
Possible saving £85,000 over 4 years.
(options: 1 issue a year/2 issues a year/ - Yes I agree/No I don't agree/Neither agree or disagree).
Members felt that one issue per year would be sufficient, and it was also recommended that they be distributed when the new Council Tax notices are delivered to save cost.

(iii) Stop travel tokens
Encourage people to take up their free bus pass or make use of our community transport so that travel tokens can be stopped.
Possible saving £40,000 over 4 years.
(options: Yes, I agree/No, I don't agree/Neither agree or disagree)
It was agreed that travel tokens are used widely by people in villages around Halstead and are a valuable service in rural locations.
Members felt that they would disagree with stopping travel tokens but would agree with encouragement to all to use bus passes issued.

(iv) Changes to the planning service
Planning applications currently take 8 weeks and the proposal would mean taking longer for some customers. Planning surgeries in Halstead and Witham would also be stopped and an electronic planning consultation service would be provided to parish councils.
Possible saving £293,200 over 4 years.
(options: Yes, I agree/No, I don't agree/Neither agree or disagree)
It was thought that this would mean a reduction in local involvement, although Halstead Town Council would still be able to view plans, albeit in not such a convenient way. It was agreed that there is Government legislation in place with regard to planning issues and these would need to be adhered to.
It was agreed that Council would be prepared to lose the local planning surgeries as those who attend these sessions are normally developers, builders, etc. but that Council would not be prepared to dispense with hard copies of plans.

(v) Stop Benefits Surgeries in Halstead and Witham~
Stop the twice weekly benefits surgeries at Witham and Halstead, but continue to provide home visits and a good benefits advice service over the phone, at Causeway House and online.
Possible saving £100,000 over 4 years
(options: Yes, I agree/No, I don't agree/Neither agree or disagree)
Members thought that it would be feasible to reduce the surgeries to once a week, and it was noted that home visits are already being reduced. It was thought that there is some overlap with the Citizens Advice Bureau work and this might be consolidated. Members queried how much the service was used at present.
Reduction was agreed, with reservations.

(vi) Move to cashless payments from residents and businesses
Around one thousand residents and businesses a month pay for something by cash and offer instead payment by cheque, Paypoint (paying cash at post offices and local shops), direct debit, online and phone by debit or credit card.
Possible saving £117,500 over 4 years.
Members thought that this would have little impact and therefore agreed with this move.

(vii) Close chapels and toilets at cemeteries.
The chapel buildings in Braintree, Bocking and Witham cemeteries are rarely used these days. In fact only 30 services in total were conducted there last year.
Shut these chapel buildings and the toilets that are attached to them (including a toilet at Halstead cemetery) to save heating, lighting and maintenance costs.
Possible saving £138,000 over 4 years.
(options: Yes, I agree/No I don't agree/Neither agree or disagree)
Members agreed that the toilet at Halstead is a valuable amenity and should not be closed. It was suggested that undertakers who use the cemetery should be asked to contribute to upkeep of the toilet at Halstead and grants should be sought to keep them open.
Members, therefore, do not agree with this proposal.

(viii) Close the current Halstead Community Centre building.
Find alternative premises for the Halstead Senior Citizens group and other users by March 2012 when the current Halstead Community Centre will close.
Possible savings £15000 per year
(options: Yes I agree/No, I don't agree/Neither agree or disagree)
Cllr M Fincken said that the existing hall is a fantastic facility and should not be closed before another facility is in place. Members agreed that these savings are a small part of the BDC budget but closing the hall would have a huge impact on residents who use it for Age Concern meetings and other voluntary groups.
It was felt that there could be some negotiations about management with Town Council and voluntary groups, although there would still need to be subsidy from BDC. Members felt that there has been no consultation about closure and that the setting of a closure date is a provocative move. Publicity of closure dates will inflame feelings in Halstead especially when local people have not been kept in touch with developments.
Members asked that a further meeting be sought with BDC with a view to keeping lines of communication open; Cllr J Pell said that there must be democratic consultation and urgent efforts to find a replacement Community Hall.
Members, therefore, do not agree with this proposal, indeed they vehemently oppose the measure and feel that Braintree District Council must be implored not to close the New Street facility to any group unless and until a new facility is in place.

(ix) Reducing bureaucracy and allowances for councillors
Reduce the number of committees and so cut the amount that goes on councillors allowances and administration. This includes stopping the local committees in Braintree, Witham and Halstead and merging Overview and Scrutiny, Audit and Standards committees. Also to cut the number of cabinet members and so cut money spent on allowances.
Proposed saving £577,950 over 4 years.
(options: Yes, I agree/No, I don't agree/Neither agree or disagree).
Cllr Mrs J Pell was concerned that this would mean a breakdown in liaison with local people and it is felt vital that towns and parishes be kept in touch. Cllr M Fincken asked those present if they could consider other methods of organisation within the district, and other ways to save money. It was suggested that the Halstead Local Committee could meet at Mill House rather than Queen's Hall - it was felt that Mill House had sufficient facilities for this - and it was said that mainly policy documents are now discussed at this local level, with some requests for grants. Cllr Mrs H Catley felt it would be useful to have a breakdown of the £577,950 that would be saved with these measures and concerns were raised about Halstead and other parishes being left out of consultations in future.
It was said that cutting down on numbers of cabinet members would require legislative changes.
Cllr M Fincken asked if some devolvement of power from District to Local Councils should be explored, and Cllr Pell said that restoration of power for Town Council to set Agenda items would be a step forward.
Members therefore do not agree with cutting number of members; agree with merging committees as stated and do not agree with cutting local committees in Halstead and instead ask for more input from Town Council to local committee.

(x) Reduce number of Councillors
Apply to the Boundary Commission to consider cutting the number of district councillors from 60 to 40
{no savings were detailed}
(options: Yes, I agree/No, I don't agree/neither agree or disagree)
Members did not agree with this reduction

(xi) Generate greener forms of energy
Generate greener energy and income to the council of £284,000 a year by building a wind turbine a the Discovery Centre at a cost of £1.28 million (capital)
(options: Yes, I agree/No, I don't agree/Neither agree or disagree)
Some disquiet at these proposals was voiced, with Cllr J Pell saying that turbines have a serviceable life of only about 6 years.
Cllr S Diver said that more forms of renewable energy should be explored.
Members therefore agree that green energy generation should be explored.

(xii) Stop funding for some leisure/sports activities
Stop funding for the Walks for Wellbeing programme and the summer school holidays activity programme for children. Reduce the council's support for sports development. However the aim is to work with local groups to enable some of these activities to eventually be provided by the community.
Possible saving £403.00 over 4 years.
(options: Yes, I agree/No I don't agree/Neither agree or disagree.
Cllr M Fincken said that these facilities are greatly welcomed, especially the summer holiday programmes, by those who are less well off.
Members therefore disagree with this point.

(xiii) No increase in Council Tax
No increase in Braintree District Council's part of the council tax for 2 years
(options; Yes, I agree/No, I don't agree/Neither agree or disagree/increase Council Tax and keep services.
Cllr Fincken said that Councils that do not increase Council Tax are given grants from Central Government, so it would be cost effective not to increase local tax.
He said that in previous questions there had been hints at sharing services with other providers so that back office costs could be cut. These had not been followed through as yet, and in other places where this had happened no great savings had been found.
Members therefore agreed that front line services must be kept and tax not increased

Clerk said that answers to the questionnaires were required by 17^th January, and this would mean that points would not be ratified by Full Council before submission.
It was agreed that Clerk would write with answers and points raised to the Leader of Braintree District Council stating that the points had not been agreed by Full Council but were the opinion of a majority.

315. 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 8.25 p.m.