Halstead Town Council

Membership:

Also in attendance: Mr
M C Murkin, Town Clerk, 
Mrs J Smith, Minute Clerk

Meeting was convened at Mill House after the Annual
Town Meeting at Queen's Hall; meeting begun at 8.20p.m.    

407.    APOLOGIES FOR ABSENCE
Cllr Mrs B Gage sent apologies for absence
Cllr M Gage sent apologies for absence

408.    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.
There were no declarations of interest.

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

Post meeting note: Sgt.
Midwinter had attended at Mill house at 7.15p.m. not realising that the Annual Town
Meeting would take place at The Queen's Hall. 
He had wanted to keep his promise to report to Council at next available
meeting.

410.    COUNCIL MINUTES
Minutes of the Council meeting held on 17^th March 2011, having been previously circulated, were unanimously approved and adopted.  

411.    PLANNING APPLICATIONS.
Report on recent planning applications was available.

Report was noted.         

412.   MAYOR'S APPOINTMENT AND  ANNOUNCEMENTS.

The report was noted.        

413.   REPLACEMENT  OF  VW VAN
Following requests for more information Clerk prepared a report and costings on various options showing net cost over 4 years on purchase of vans from different suppliers and including purchase of existing VW van through an intermediary.
Discussions took place and Clerk was thanked for his comprehensive report and hard work on this project.
It was decided that the existing VW van should be purchased through an intermediary as the van has travelled less than 8000 miles and is a known quantity with regard to possible faults, etc.  Intermediary to get best price for the van.

414.    FINANCE
a)   Monthly summary and Reconciliation (February 2011). Cllr Mrs J Pell asked
if financial details are being added to web site, and Clerk said that some
reports were already added.
Report was noted.
b)   Monthly summary and Reconciliation (March 2011).  Clerk noted that this
is the last month of the financial year. 
Cllr Mrs J Pell asked about carried forward amounts.  Cllr G Howlett queried
the amount of uncleared cheques,and was told that had all been presented by mid-April.
Report was noted.
c)    Financial monitoring. 
Report was noted.
d)    Monthly Performance.           
Clerk pointed out that car park revenue was down by £5000, having been Increased by £13000 the previous year.  A small amount of loss of revenue could have been due to various break downs of machinery, but it was felt that the opening of the new Sainsbury store had enhanced figures in year 2009/10.
Report was noted.

415.    ROYAL  WEDDING  SOUVENIRS  FOR CHILDREN
Cllr Mrs J Pell said that nosuitable souvenirs had been found and it was suggested that souvenirs be sourced to commemorate the Queen's Diamond Jubilee in 2012.
Cllr Mrs H Catley suggested  that perhaps the Town Council could consider a commemorative item within the Town for the Jubilee similar to the rose arch that was erected to mark the Golden Jubilee in 2002.

416.    ECC Consultation Exercise: Street Materials
Guide, Design and Good Practice (Friday 18^thMarch to 29^th April).  
This working document was noted

417.    CAR PARK ORDER 
Discussions took place about order that is required to be signed and sealed.
Car Park Order was formally adopted.
It was requested that past dealings and discussions concerning retention of             Halstead Car Parks by the Town Council and previously discussed in private             sessions should now be made public.
Town Clerk to action.

418.    YOUTH  COUNCIL  CONSTITUTION
Town Council was asked to review the Constitution of the Youth Council and if
agreed the Mayor was asked to sign the Constitution on behalf of the Town
Council.
Chairman, on behalf of the Town Council wished the Halstead Youth Council
every success and asked members if they wished him to sign the document.   Cllr Mrs H Catley asked if meetings were open to the Public and it was noted that all meeting are open, unless resolution is passed for exclusion of public and press.
It was noted that that the Annual General Meeting of the Town Council two members
should be voted to attend Youth Council meetings.
Constitution was agreed, signed and sealed.

419.    APPROVAL  OF  STANDING  ORDERS  AND  FINANCIAL  REGULATIONS
Clerk explained that following the decision to hold monthly Council meetings with
no Amenities or Finance and General Purposes Committees it was necessary
to amend standing orders.
Report was noted and agreed.

420.    EASTER  ACTIVITIES
Chair of Amenities Committee, Cllr Mrs L Hilton, said that an Easter Egg trail had
been organised with 35 retail outlets taking part by displaying a numbered
egg in their window.  Schools had been sent leaflets detailing the trail, entry forms had been made available for collection from Town Council Office and those children completing the trail were awarded a certificate and a small egg.
Town Clerk said that the Trail had been very popular, and retailers had been pleased
with increase of numbers viewing their window displays.
Cllr Mrs Hilton said that an Easter Bonnet competition had been arranged for Saturday 23^rd April in Halstead  Public Gardens.  Competition would be open to all ages with Easter Eggs being awarded as prizes.
It was agreed that these two competitions had required a great deal of work but
had been well received by the public.

421.   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 to be
excluded from the meeting.

 Chairman thanked all who attended and closed the meeting at 9.16 pm