Membership:

Also in attendance                           Councillor M Gage
                                                        Councillor Mrs. S Diver
                                                        Councillor K Paisley
                                                        Mr M Murkin, Town Clerk
                                                        Mrs. J. Smith, Minute Clerk

189.    APOLOGIES FOR ABSENCE
There were no apologies for absence

190.   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 or Part 2 of the Code of Conduct for Members and having taken appropriate advice (where necessary) before the meeting.
Cllr Mrs. J. Pell declared personal interest in Agenda Item 9 as member of the Licensing Committee and Agenda Item 8 as user of the Mill House facilities for charity meetings
Cllr. Mrs. B. Gage declared personal interest in all planning issues as member of BDC Planning Committee.

191.  PUBLIC QUESTION TIME
No members of the public were present.

192.   MINUTES
The Minutes of the meeting held on 5^th November 2009, in open session, having  been previously circulated, were approved as a true record and signed by the Chairman. 

193.  PLANNING APPLICATIONS                                                                                                                                                    

Planning applications dealt with at a sub-committee meeting held on 4^th January 2010 
were reviewed and  decisions were noted.

194.  SENIOR CITIZENS OUTINGS 2010
Summary of quotations received was noted. 
RESOLVED that dates and destinations for outings are agreed as follows:

Bedford                     -           Wednesday 5^th May 2010
Great Yarmouth         -           Wednesday 2^nd June 2010
Canterbury                -           Wednesday 7^th July 2010
Cromer                      -           Wednesday 8^th September 2010
Norwich                     -           Wednesday 6^th October 2010
Discussions took place regarding quotes received.  It was noted that prices given include all tolls, and that Turners, Ruffles and Kings include all parking, but Florida quote includes parking charges up to £5 per coach only.
It was RESOLVED that the quotation from Turners Coaches be accepted.
It was requested that Turners be made aware of all requirements for these trips such as numbered coaches, places for pick-ups, etc.

195.    USE OF HALSTEAD CAR PARKS BY BRAINTREE DISTRICT COUNCIL STAFF
Clerk reported that on occasions Halstead car park attendants had issued excess charge tickets to B.D.C. staff and Members, then the Clerk had been asked to void them as these people were on Council business.  Clerk asked for clarification on policy regarding BDC parking.
Discussions took place regarding setting of such a policy and it was
RESOLVED that parking charges for Braintree District Council staff and Members should apply unless an alternative prior arrangement had been made.  
It was also said that BDC staff could park at Halstead Town Council office if spaces were available.
         

196.    MILL  HOUSE  HIRING  RATES
Clerk set out current charges for hire of rooms at Mill House, and said that the last review had been in January 2006.  He said that now some charity groups were using facilities free of charge and asked for clarification on policy.
After discussions it was RESOLVED that:
(a) The charge for the Conference Room be raised to £15.00 per hour during office hours and £20.00 at other times;
(b) That the charge for the small meeting room be £10.00 per hour during office hours and £12.00 per hour at other times;
(c) That there should be a reduction in above charges for Charitable organizations at the discretion of the Clerk and the Mayor taking into account what benefits the organization brings to the community;
(d) That the minimum charge should be set at 1hour;
(e) That existing bookings should be charged at the current rate and that rates should be changed as from 1^st April 2010.

197.    QUEEN'S HALL - Air Conditioning
Clerk explained that complaints had been received regarding noise from the Queen's Hall, and a letter had been received from District Council stating that noise monitoring could take place and possibly representation to Licensing to recommend a review of premises licence application.  It was said that various steps had been taken such as asking hirers to keep doors and windows closed after 10.30p.m. and these measures have been successful with no further complaints from nearby residents being received although it was recognized that this is the winter period.  Some hirers have complained of oppressive heat in the hall, so Clerk had sought quotes for installation of Air Conditioning in the Hall.  These prices were reviewed and it was questioned whether units would be too noisy; it was said that planning permission would not be required.
Clerk had investigated noise limiting equipment and found that it was not popular as it could potentially damage electronic equipment.
Clerk was asked to obtain further information on noise levels of air conditioning equipment and to seek advice from District Council Environmental Health Department on alternative measures that could be taken.
It was questioned whether air-conditioning is an environmentally sound option.
It was said that it may be possible to seek a grant from Area Committee for installation if this was deemed to be suitable.
AGREED that matter be deferred until further information is available.

198.    BUS  SHELTERS
This matter had been previously discussed at meeting on 5^th November 2009 and since then Clerk had met with Olive Cowell from ECC Highways who said that ECC currently has a budget for bus shelters and some have already been installed in the Town.  Town Council has received a grant from ECC for installation of bus shelters, but that most of these have now already been provided by ECC.  Town Council has a budget of £7500 for shelters, and there was a recommendation to return the grant to ECC and use the budget for bus shelters to renew entry signs into Halstead.
It was said that there was still a need for a shelter in Butler Road.  This provision has been discussed with Police who have some concerns, but agree that a shelter would be an amenity.  Olive Cowell suggested a covered standing area could be installed that would just provide shelter overhead but with no seats or sides.  Police have suggested that this be put to their Crime Reduction Officer and it was agreed that residents must be consulted. 
It was said that a shelter is required in Trinity Street, outside Trinity House and it was thought that ECC is to provide this shelter.
AGREED that Clerk consult with ECC on this matter and that matter of budget being transferred to signage be referred to Full Council.  It was agreed that matter of new signage must be progressed as quickly as possible.
Styles of signs were reviewed, and quote from Concept Signs for manufacture and installation of signs was shown.

199.    MUSEUM
At previous meeting it was agreed to investigate and cost some additional equipment for the Heritage Museum.  Costings for snap frames, A boards and card tables were shown.  Budget sums were in hand to cover purchase of these items.
It was RESOLVED to purchase items as listed.

200.    QUEEN'S  HALL  ACTIVITY  DAY
A letter had been received from District Council Leisure Development Officer inviting            Halstead to take part in Activity Days during school summer holiday 2010 at the Queen's Hall.  Other than use of the hall there is no cost to Town Council. 
It was RESOLVED that Queen's Hall would be made available for one day, free of charge, for Activity Day during school summer holiday 2010.
           

187.    EXCLUSION OF PUBLIC AND PRESS
The following resolution was carried:
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.

The meeting closed at 7.30pm.