Membership: 

 Also in attendance:   P Tetley, Town Clerk

                                   S Goodwin, Minute Clerk        

In the absence of the Chairman, Councillor Mrs H Catley, the Vice Chairman, Councillor Mrs J Pell took the chair.

It was agreed to include an extra item, Halstead Bypass, at the end of the public session.

10.       APOLOGIES FOR ABSENCE

            An apology for absence was received from Councillor Mrs H Catley.

11.       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.

Councillor Mrs J Pell declared a personal interest in item 5 Planning Applications as a Braintree District Councillor and a personal and prejudicial interest in planning application 07/01055/FUL - 23 Sudbury Road - friend.

Councillor M Gage declared a personal interest in item 5 Planning Applications as a Braintree District Councillor and a personal and prejudicial interest in item 11 - Local Development Framework - President of Halstead Town Football Club.

Councillor Mrs B Gage declared a personal interest in item 5 Planning Applications as a Braintree District Councillor and a personal and prejudicial interest in application 07/01097/FUL - 24 Well Field - lives nearby.

Councillor David Hume declared a personal interest in item 5 Planning Applications as a Braintree District Councillor.

Councillor Mrs L Hilton declared a personal and prejudicial interest in item 5 planning application  07/01103/OUT - Priory Hall - lives nearby.

Councillor H Messenger declared a personal interest in item 5 Planning Applications as a Braintree District Councillor.

12.       PUBLIC QUESTION TIME

            There were no members of the public present.

13.       MINUTES

The minutes of the Council meeting held on 22^nd March 2007 and the Annual General Meeting held on 10^th May 2007, were approved as a true record and signed by the Chairman.

14.       COMMITTEE MINUTES

(i) The minutes of the Amenities Committee held on 17^th May 2007, previously circulated, were approved with the change of date from 18^th to 17^th May 2007.

MATTERS ARISING FROM THE MINUTES

Item 10 - Car Park Management

RESOLVED:  That the sub committee to deal with any appeals should consist of the Chairman and Vice Chairman of the Council and the Chairman of Finance & General Purposes.

The Chairman apologised for the lateness of the Finance and Staff Review Group minutes.

(ii) The minutes of the Finance & General Purposes Committee held on 24^th May 2007, were approved.

15.       PLANNING APPLICATIONS

The Chairman of the Planning Committee, Councillor T Middleton, took the chair for the planning items.

07/01041/FUL -   The Royal Oak, High Street - Retrospective application to retain timber decking area. Members had no comment.

07/01042/LBC -   The Royal Oak, High Street - Retrospective application to retain timber decking area.  Members had no comment.

Councillor Mrs J Pell left the room for discussion of the next application.

07/01055/FUL - 23 Sudbury Road - Demolition of existing conservatory and erection of orangery and single storey dependent accommodation.  Members commented that the single storey dependent accommodation should be for family use only.

Councillor Mrs J Pell rejoined the meeting.

Councillor Mrs L Hilton left the room for discussion of the next application.

07/01103/OUT - Priory Hall, Colchester Road - Outline planning application for conversion of Priory Hall and school house to residential use and development of grounds to provide up to 75 no. dwellings.  Members had no comment.

Councillor Mrs L Hilton rejoined the meeting.

07/0110/FUL - Bull Hotel, Bridge Street - Erection of 1 no. timber framed pitched roofed shelter with integral lighting and heating.  Members had no comment.

07/0111/LBC - Bull Hotel, Bridge Street - Erection of 1 no. timber pitched roofed shelter with integral lighting and heating.  Members had no comment.

Councillor Mrs B Gage left the room for discussion of the next application.

07/01097/FUL - 24 Well Field -Demolition of existing rear sun lounge/conservatory and erection of two storey rear extension.  Members had no comment.

Councillor Mrs B Gage rejoined the meeting.

07/01088/FUL - 9 Conway Close - Erection of single storey rear extension and two storey side extension.  Members had no comment.

07/01125/FUL - 1 Butler Road - Change of use from office to residential and conversion to create 2 no. flats. - Members had no comment.

07/01044/FUL - Premaberg House - 22-24 High Street - Conversion of building to residential.  To convert the existing offices into 3 no. dwellings and erection of a small subservient coach house to the rear.  Members had no comment.

07/01045/LBC - Premaberg House, 22-24 High Street - Conversion of building to residential.  To convert the existing offices into 3 no. dwellings and erection of a small subservient coach house to the rear.  Members had no comment.

16.       MAYOR'S APPOINTMENTS

Noted.  The Vice Chairman will be representing the Town Council for the send off of the 3 Peaks Challenge on 8^th June.

Councillor Mrs K Little joined the meeting.

Councillor Mrs J Pell then made a presentation to Mr Paul Tetley, Town Clerk thanking him for his excellent service and wished him and his wife well for the future.   Mr Tetley thanked staff and Councillors for their support.

17.       FINANCIAL YEAR 2006/7 OUTTURN AND AUDIT

Members had received and noted the following:

(1) An explanation of the variation between budget and outturn.

(2)  The regular monitoring report showing budget and outturn figures.

(3)  A copy of the internal auditor's report.

(4) An explanation of the Annual Return and Statement of Assurance, to be completed at the meeting.

(1)  Variations between budget and outturn

Expenditure

For the financial year 2006/7 the Council approved a budget of £300,543 and during the course of the year additional items were also approved totalling £24,269.  In addition, the Finance & General Purposes Committee agreed to pay off a PWLB loan, raising anticipated expenditure for 2006/7 to £342,314. This is currently shown in the revenue expenditure.  Actual expenditure was £340,581.

Income

This was anticipated at £300,543 and actual income was £363,940.  The significant variation is accounted for in the main by increased revenue from car parks and the Queens Hall.

Reserves

The position is now very healthy at £280,642.14 made up as follows:

Capital (from the sale of land)                                                        £203,034.50

(Bois Hall Gardens Play Area and the Bung Chapel

Revenue (opening balance £20,804) plus the excess of
Income over expenditure and provision to increase reserves        £  77,607.64

Proposed by Councillor D Hume
Seconded by Councillor M Gage

RESOLVED:   (i) To note the outturn figures.

                     (ii)  To meet the cost of the loan payment from revenue.

                     (iii)  To note the Regular Monitoring Report.

                     (iv)  To note the Internal Auditor's Report and additional comments.

18.       AUDIT REPORT 2006/2007 & REVIEW OF INTERNAL AUDIT PROCEDURES

(i)The annual audit had been carried out by Mr Ron Laurie and it was proposed by Councillor M Gage and seconded by Councillor D Hume that the Chairman of the meeting, Councillor Mrs J Pell, signs The Statement of Accounts for the year ended 31 March 2007 and the Statement of Assurance.  It was noted that there is no Trust Fund.

RESOLVED:  That Councillor Mrs J Pell sign the Statement of Accounts and      .

                          Statement of Assurance for the year ended 31 March 2007.

The accounts were then signed.

(ii) Guidance from the external auditors suggests that a review of internal control

and accounting records should be carried out during the year to be reviewed.

RESOLVED:

(i)  That the Budget Working Group conducts a review of the Council's internal audit and control processes.

(ii)  That Mr Ron Laurie is requested to assist the group for a few hours.

(iii)  That the Budget Working Group reports its findings to a future Council meeting.

19.       NEW CODE OF CONDUCT

The new Local Authorities (Model Code of Conduct) Order 2007 came into effect on 3^rd May 2007 and all councils must adopt the code within 6 months or the code will apply automatically.  It is the view of the National Association of Local Councils that paragraph 12(2) is not mandatory and will need to be referred to in the resolution.  This paragraph deals with the right of members with a prejudicial interest to attend meetings when the meeting is held in public session.  If paragraph 12(2) is adopted, Standing Orders will have to be amended to allow an opportunity for members to speak.

RESOLVED: 

(i)  That the Town Council adopts the Model Code of Conduct as set out in the Local Authorities (Model Code of Conduct) Order 2007, including paragraph 12(2).

(ii)  That at the next meeting of the Council reviews its Standing Orders in order to allow an opportunity for members to speak.

(iii)  That members note seminars to be held in Witham on 21^st June and Braintree on 2^nd July.

(iv)  That all members complete a new Declaration of Interest.

20.       CONSULTATION ON BRAINTREE DISTRICT COUNCIL LOCAL DEVELOPMENT FRAMEWORK

            The District Council has issued a consultation document and has asked for members comments.

            It was agreed that the Clerk passes on the following comments.

            (i)         7.6 Halstead Town Centre

                        Members support the document in protecting the town centre.

            (ii)        9 .1 Social, Health and Community Issues

Leisure and recreation opportunities -

There is a need to identify what is required and to reform local Sports Councils to identify these needs.

Policing and community opportunities -

The need for CCTV

Improvement of Sports facilities -

 Input from Sports Clubs

Provide services locally to reduce the need to travel -

Provision of a minibus service within Halstead.

            (iii)       9.3 Health Services

Members wish to see the expansion of Halstead Hospital and specific outpatient services irrespective of the development of a Community Hospital at Braintree

            RESOLVED: 

(i)  To forward the comments to Braintree District Council.

(ii)  That the Amenities Committee discuss these issues in respect of Halstead within the auspices of the Local Development Framework. 
                                                                                                     

21.       VEHICLE ACTIVATED SPEED SIGN

            Members at the Council meeting on 22^nd March 2007 considered a proposal from Essex County Council to locate a speed activated sign on Sudbury Road for three months a year.  Members had deferred a decision until costings had been obtained for a permanent sign and for permanent signs at each entrance to the town.    

RESOLVED:

(i)  To accept the County Council's offer to site a sign on Sudbury Road for three months and monitor feedback on reduction in speed.

22.       QUEENS HALL

            The following identifies the list of agreed improvements for work at the Queens Hall: Refurbish disabled toilets, Smoking Area, Tarmac Car Park and Mark Out,

Rain Cover for disabled access and decorate.  Discussion has taken place within the Budget Working Group and it has been decided to invite consultants to tender for a feasibility study.  Discussion took place as to the need to employ a consultant.

Proposed by Councillor M Fincken
Seconded by Councillor M Gage

On a vote there were 5 votes for and 5 votes against.  The Chairman then used her casting vote.

RESOLVED: 

(i)  That authority is delegated to the Budget Working Group to obtain quotations on behalf of the Town Council, for consultants to tender for a feasibility study at a maximum cost of £1,000

(ii)  That delegated authority is given to the Town Clerk in consultation with the Chairman of Finance & General Purposes Committee to accept a quotation.

23.       BUTLER ROAD CAR PARK - CONTAMINATION SURVEY

The Town Clerk advised members that the developer needs to carry out a contamination survey which involves drilling trial holes and a small trench in the car park surface and landscaped area.  Disruption will be caused to the car park.

Proposed by Councillor M Fincken
Seconded by Councillor M Gage

RESOLVED: 

(i)That the Town Council grants permission for these exploratory holes to be made, and then made good, in Butler Road Car Park

(ii) That the Clerk advises the developer of the date of In Bloom judging.

24.       HALSTEAD FUN RUN

Members have agreed to participate in the promotion of a fun run for 2007 and have approved a grant of £350 towards the cost of running the event.  A steering group has been formed consisting of members of Halstead Road Runners, Braintree District Council and the Halstead Gazette and they ask in addition to the new Town Clerk, that the Town Council provides another member.  Councillor David Hume was nominated.  There were no other nominations.

Proposed by Councillor M Gage
Seconded by Councillor K Little

RESOLVED:

(i)  That Councillor David Hume sits on the Halstead Fun Run Steering Group.

(ii) That if for any reason Councillor Hume is unable to attend a meeting it is important that the Town Council is represented

by a member.

25.       HALSTEAD BYPASS

At present there is disruption in the town caused by resurfacing of the High Street and a collapsed sewer outside the old Post Office.  Members agreed that this was an opportunity to write to the County Council requesting priority be given to a bypass for Halstead.                                                                    

26.       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.

The Chairman closed the meeting at 9.15pm