BRIGHTLINGSEA TOWN COUNCIL
Minutes of the Annual General Meeting held at
The Parish Hall, Victoria Place, Brightlingsea on:
Thursday 18th May 2017 at 7.30 p.m.
K Yallop (Mayor)
I Block (Deputy Mayor)
J Chapman, M Barry, V Chapman, D Dixon, J Howard,
D Ingate, M Judson, J Russell, B Smith and G Steady
Julie Crittenden – Administration AssistantTracey Pulford –Town Clerk
County Councillor Alan Goggin
12 Members of the public.
The Mayor welcomed everyone to the meeting.
The retiring Mayor, Councillor Yallop, said “ I stood here a year ago and said to Jayne that her year had been an “Annus Horribilis” and hoped my year would be better. Well the first month I can say was trouble free, and then we had the visitors to the Promenade, whom just didn’t want to leave. Then a few more months passed with no problems leaving me to get out and about at many functions promoting the Town, and then off we go again with people hiding behind their key boards having a go at the council and councillors.
When we took the role on as a Councillor we all try to do what is best for the town under the strict guidelines we have to go by. It would be good if these people got out and got involved with the community, rather than going onto social medial and being negative. This helps no one.
As Councillors we give a lot of our time for the town and are only too pleased to do so. But can I remind Councillors we should all be here for the whole town and not just one issue.
I must pass on my thanks to all of the Council staff for their support throughout the year, and in particular Tracey and Julie.
Mr Peter Yallop then presented a bunch of flowers to both Tracey and Julie.
I must also thank my Mayoress, sorry Consort, my husband Peter, for his support this year, and also my parents Val and Ted.
This year my charities have been the Mary Barron Suite (Cancer Centre Campaign) and also the First Responders. The total raised was £3,876.48. The Mary Barron Suite has received £3,376.48 of which £1,475 being raised at Matalan Colchester, and I must pass on my thanks to Peter and his staff for this fantastic amount raised.
The balance was raised by coffee mornings, firework display and other donations. The cancer campaign need to raise another £998,000 in 10 months so if anybody would like to hold a coffee morning to help go towards this they will be extremely thankful, and like one of the charity staff said to me “we all know someone that is or has used this department”.
Also £500.00 was raised for the First Responders which some of the amount came from the Civic Service, which was jointly held with Brightlingsea District Rotary Club.
The Mayor then presented Mr Steve Houston of the first Responders with the cheque for £500.00.
I have been on the Council for 10 years and I would like to think that I have given my all. It has got to the stage when Peter asks me what night am I in, rather than which night am I out.
But we have two Councillors who have given quite considerably more than I. One being on the Council for 26 years, and the other for 20 years, both with a wealth of knowledge and both being past Mayors. With that in mind I would like to present to Councillor David Dixon and Councillor Janet Russell a Past Mayors Badge as a thank you for their continuous service to this council and the town.
The Mayor then presented Councillor David Dixon and Councillor Janet Russell a Past Mayors Badge.
I now look forward to my year as Vice Chairman of Tendring District Council, but Brightlingsea will always come first.”
- ELECTION OF TOWN MAYOR FOR 2017-2018:
Councillor Ian Block was proposed by Councillor Yallop. Seconded by Councillor J Chapman.
As there were no further nominations Councillor Ian Block was duly elected as Town Mayor.
- INSTALLATION OF TOWN MAYOR – DECLARATION OF ACCEPTANCE OF OFFICER:
Councillor Ian Block read and signed the Declaration of Office as Town Mayor; the Town Clerk countersigned the Declaration.
The newly installed Mayor then gave a very sincere deep vote of thanks to Councillor Yallop for what she has achieved this past year. He said it has not been an easy year, but she has stuck in there, and stuck to the principals. She has managed for the benefit of the whole town, not just a few, has been a very visible Mayor, and raised a great deal of money for her charities. He then congratulated Councillor Yallop on her election as Vice Chairman of Tendring District Council.
Councillor Block then presented Councillor Yallop with a bouquet of flowers.
- APPOINTMENT OF DEPUTY MAYOR FOR 2017-2018:
There was one nomination for Deputy Mayor as follows:
Councillor Ben Smith, proposed by Councillor Block, seconded by Councillor Yallop.
Councillor Smith was declared as Deputy Mayor.
- APOLOGIES FOR ABSENCE: None were received.
- TO APPROVE THE MINUTES OF THE MEETING HELD ON 20TH APRIL 2017 AND CONFIRM AS A CORRECT RECORD:
The Minutes were accepted as a true record.
- DECLARATION OF DISCLOSABLE PECUNIARY INTERESTS:
The Mayor reminded Members to declare interests when necessary.
- APPOINTMENTS OF COMMITTEES / COUNTY CONTACT AND COORDINATOR / REPRESENTATIVES ON OUTSIDE BODIES, AS PER STANDING ORDERS:
Councillor Steady proposed that the Finance & Property Committee consists of Councillor Steady as Chairman, Councillor Block as Vice Chairman, and members Councillors J Chapman, Dixon, Howard, Russell and Smith. Seconded by Councillor Judson. Agreed.
Councillor J Chapman proposed that the Staff Committee consists of:
Councillor Jayne Chapman as Chairman, Councillor Vivien Chapman as Vice Chairman, and members Councillors Barry, Ingate, Judson, Russell and Yallop. Seconded by Councillor Judson. Agreed
Councillor Howard proposed that the Planning Committee consists of: Councillor V Chapman as Chairman, Councillor Dixon as Vice Chairman, and members Councillors Block, J Chapman, Howard, Ingate and Russell. Seconded by Councillor Block. Agreed
Councillor Contact and Coordinator’s (formally known as MSR’s):
Councillor Russell proposed as follows:
- Amenity Areas & Open Spaces – Councillors Barry and Steady
- Western Promenade – Councillors V Chapman and Howard
- Swimming Pool – Councillor Barry
- Youth & Services for Children – Councillor Howard
- Footpaths and Allotments – Councillor Steady
- Tourism & Communication – Councillor Yallop
- Welfare and Services for the Elderly – Councillor J Chapman
- Hard & Harbour – Councillors Ingate and Smith
- Transport & Highways – Councillors Judson and Smith
Seconded by Councillor Block. Agreed
Members Appointed as Representatives on Outside Bodies:
Councillor Block proposed as follows:
- Essex & Tendring Association of Local Councils – Councillor V Chapman, and Councillor Russell as TDALC only
- Colne Smack Preservation Society – Councillor Judson
- Health Authorities – Councillor J Chapman
- Colne Estuary Partnership – Councillor Dixon
- Local Police Liaison – As and when
- Churchyard Committee – Councillors V Chapman, Dixon and Howard
- James Aldous Trust – Councillors Dixon, Russell and Yallop
Seconded by Councillor J Chapman. Agreed
- COUNTY COUNCILLOR GOGGIN:
The Mayor congratulated County Councillor Goggin on his re-election.
County Councillor Goggin congratulated Councillor Block on his election as Town Mayor, and congratulated Councillor Yallop on becoming Vice Chairman of Tendring District Council. He then reported on the following:-
- New Street looks like it is finished.
- At the last meeting was asked to bring the Portfolio Holder down for Waste, Mr John Spate. He was willing to come down however since the elections he has been promoted. The new Portfolio Holder for Waste is Sue Lissimore, and she has suggested visiting Brightlingsea on either Wednesday 7th June or Thursday 15th June at 10am.
- Working with Councillor Dixon regarding a speed and volume survey.
- Liaised with Councillor Howard regarding a situation with the Scouts.
- Until the last Council Meeting was unaware of the Lufkins Farm proposal. Have since submitted my response, reminded the planners about the existing traffic and sent them a copy of the recently carried out traffic report, and reminded them of the repair works undertaken to Moverons Lane.
Councillor Smith asked that when Councillor Lissimore attends, can she bring the Waste and Minerals Officer with her, as she has only been in post for a few weeks and may not be able to answer all of the questions put to her. County Councillor Goggin replied that he would ask.
The Mayor then asked if any members of the public had any questions for County Councillor Goggin.
- Richard Price – There is a block drain at the bottom of Eastern Road which needs clearing. The clerk stated that this has already been reported to Essex County Council.
County Councillor Goggin left the meeting at 7.53pm to attend the Council meeting at St Osyth.
- TO RECEIVE AND APPROVE THE MINUTES OF THE FINANCE MEETING HELD ON 8TH MAY 2017 AND TO CONFIRM THE RECOMMENDATIONS THEREIN: :
Councillor Steady proposed that the Minutes were accepted as a true record, and the following recommendations were agreed:
- The rent for the new lease for the Colne Smack Preservation Society should remain as it is, with 2% increases every year. Councillor Smith would arrange a meeting with Mr Doe to discuss the terms of the new lease.
- The Repairs and Renewals Budget will cover all Capital Renewals.
- The Risk Assessment for 2016/2017 is signed off at the Council Meeting on the 18th May 2017.
- The Asset value of £2,603,751.02 is agreed, which forms part of the Annual Return figures.
- The Year End Accounts for 2016/2017 are signed off at the Council Meeting on the 18th May 2017.
- The Town Council makes a one off payment, in addition to their annual standing grant, of £3,000 to Brightlingsea in Bloom
- Section 1 of the Annual Return is completed as follows:- questions 1-8 yes, question 4 – no and question 9 n/a.
- The figures in Section 2 of the Annual Return are agreed.
- Members allowances remain at £300.00 for Members and £500.00 for the Mayor.
- Car Parking charges on the Western Promenade remains unchanged.
- £100.00 is offered towards the Insurance for the Boat Show and Regatta, on top of the £500.00 donation towards the fireworks, however the Council may be unable to contribute next year.
Councillor V Chapman explained why her proposal of changing the Car Parking Charges on the Western Promenade had been withdrawn. She mentioned that she thought a reduction in prices would encourage more people to use that car park rather than park on the road, however as the revenue received this past year has been substantial, she hoped the car park would be used again this season.
Councillor Barry asked about item F084, and asked if there was a way in which the Council could pay the co-opted Councillors an allowance too. Councillor Steady advised no, this is agreed by law. Councillor Yallop mentioned that they can claim for travel allowance, and the Mayor mentioned that this has been looked at in the past, but the law is the law.
Councillor V Chapman asked about the £3,000 for Brightlingsea in Bloom, and whether this was for a specific project. Councillor Steady replied that the background information was given at the Finance meeting and we should be supporting core organisations in the town. Brightlingsea Urban District Council had its own workforce of around 16 people and used to look after the flower gardens, then in 1974 Tendring District Council was formed. The Town Council would find it very difficult to do the service which Brightlingsea in Bloom does for the whole town.
The Minutes were then seconded by Councillor Howard. Agreed.
Councillor Steady then mentioned Minute Number 223 of the Council Minutes – Property Update. He stated that he had met with Alice Davis of the Sailing Club, and highlighted the following from the clubs constitution:- Rule 3 – Aims and Objective – To encourage the sport of sailing and the social activities allied with that; Rule 17 – deals with the dissolution of the club and this will not entitle the members to benefit in any way. If the club is dissolved, for any reason, the assets after debts paid will transfer to another community aided sports club or a registered charity or the sports governing body. Councillor Steady said that those two rules in the Sailing Clubs constitution safeguards all eventualities at the Sailing Club. He mentioned that all Trustees are all past commodores. This will also enable the club to be masters of their own destiny. He stated that taking into account the Sailing Clubs history and track record of achievement by their members, which includes winning National, European, World and Olympic titles, he recommended that the legal documents for the sale are signed by the Mayor and Deputy Mayor and/or Chairman of the Finance Committee. Agreed.
Councillor Steady then mentioned that the rent the Sailing Club pay and the sale value we are going to get equates to 15 years rent, so the challenge for the Town Council is for us now to use that income on capital projects, and proposed that his is used for the Regeneration of the Western Promenade. He then stated that the next challenge is to create extra revenue streams to take the place of the £2,300 rent the Council has been receiving each year. Councillor Russell proposed that these items are taken to the next Finance Committee Meeting for consideration/discussion. Seconded by Councillor J Chapman. Agreed.
- TO RECEIVE AND APPROVE THE RECOMMENDATIONS OF THOSE MEMBERS EXAMINING THE ACCOUNTS FOR THE CURRENT PERIOD:
Due to the year end and start of the financial year, it has not been possible to prepare the end of April 2017 Statement. This will be presented at the next Council Meeting.
Councillor Ingate then proposed the following cheques which were drawn as follows:
General Account – Cheques No 706698 – 706729 the sum of £24,577.49.
Seconded by Councillor Judson. Agreed.
Councillor Yallop mentioned the past Mayors Badges, and informed members that the Past Mayors Badges were available to buy from the office. Councillor V Chapman said the Council went through this process a couple of years ago, and this came as a surprise. Councillor Russell mentioned the fantastic amount of fund raising Councillor Yallop had raised throughout the year.
011 TO RECEIVE QUESTIONS FROM THE PUBLIC:
These questions are annexed to the Minutes.
- TO RECEIVE THE MINUTES OF THE PLANNING MEETINGS HELD ON 11TH MAY 2017 AND TO NOTE PLANNING DECISIONS OF TENDRING DISTRICT COUNCIL:
Councillor V Chapman proposed that the recommendations in the Minutes of 11th May 2017 be agreed by Council, together with the planning decisions from TDC. Seconded by Councillor Dixon. Agreed.
- TO RECEIVE REPORTS SUBMITTED FROM COUNCILLOR CONTACTS AND COORDINATORS:
Councillor Howard – The Clerk, Terry Hamilton and myself visited the Playcentre to introduce myself as their co-ordinator. We had a tour round the facility, which is secure and well run. One main concern they have is the heating. The Town Council put in the heating a few years ago, but it has never really worked. They would like to, at their own expense, install a combi-boiler and put in 6 new radiators, and would like approval to do so, but should add that if they were ever to leave the building, the new heating should be left. She also mentioned that it was a very positive meeting, it is a fantastic facility for the town, it is run as a charity and they employ 15 members of staff. The Mayor said that this should go to the next finance meeting for discussion. Councillor Howard also mentioned the problems with the lease, or lack of. Councillor Barry added that draft leases had been drawn up, but they were exceedingly complicated commercial leases. He said that he would be more than happy to attend a round table meeting, with Councillor Howard and the Solicitor to discuss a more simplified and understandable document, if needed. Councillor Ingate stated that if they are willing to pay themselves for the heating, is it really necessary to take back to finance, why can a decision not be reached tonight. Councillor Steady agreed with Councillor Ingate, on the proviso that, written into the agreement, they would leave in situ if they were to vacate the building. This was agreed.
Councillor V Chapman – in the process of chasing people, and once answers have been given she will report. The Lakeside Caravan Park is being marketed for sale by a company called Meridian.
Councillor Ingate spoke about the Welfare report and stated that it is disturbing that somebody is recording discussions in Part B by the hearing aid loop. He asked if any one knows who that member of the public is? The Mayor replied that it is not illegal to record, but it is illegal to act on that information. Councillor J Chapman mentioned that after the last meeting it was brought to her attention as Councillors were leaving that someone was standing outside the back of the building recording. On the Saturday after that meeting, she received a phone call that a member of the public who had reported what was said at that meeting. Councillor Barry stated that if something the Council was discussing is being disclosed, it is very disturbing, and causes a breach of confidentially.
Councillor Barry thanked the Councillors who gave their support at the recent public meeting. Over 30 people have signed up to follow up on future discussions. A discussion took place. Councillor Barry then asked the Council to (a) endorses the strategy for a Community Trust and (b) a sum of money, £5,000, is spent on creating a feasibility study/business plan. Councillor Russell then proposed that this is referred to the finance committee, on the basis that this is correct procedure. Agreed.
A discussion took place on issuing a press release, and it was agreed that councillor Barry would issue an updated statement/press release after the meeting held in the 25th May.
- TO RECEIVE REPORTS SUBMITTED FROM MEMBER REPRESENTATIVES ON OUTSIDE BODIES:
No reports has been submitted.
- TO RECEIVE REPORTS SUBMITTED FROM DISTRICT COUNCILLORS:
Councillor Steady informed members that he was attending a meeting at Weeley at 11am on Monday re the Robinson Road Development, also touching on the Local Plan. Also attending this meeting will be Councillors Block and J Chapman. Councillors V Chapman and Yallop are unable to attend.
- BTC SCHEDULE OF MEETINGS – JUNE 2017 – MAY 2018 (COUNCIL AND PLANNING):
Members agreed the list of meetings, as already circulated, from June 2017 – May 2018.
The Clerk mentioned that there is a problem with the planning meeting on the 25th May, as the swimming pool meeting had already been scheduled to be held on this evening at 7.30pm. She will liaise with Councillor V Chapman about changing the time of the planning meeting.
Councillor V Chapman mentioned that she would like to introduce site meetings on the dates of the planning meetings, and will e-mail out about this.
- TO RECEIVE THE TOWN CLERK’S REPORT:
2.1 – Agreed the North East Centre Caravan Club can hold its 2018 Rally on Lower Park Playing Fields from 25th – 28th May 2018. Usual terms and conditions apply.
2.2 – Agreed the Council has no objection to the temporary road closure for the Brightlingsea Free Music Festival on 4th August 1800-2130 hrs, 5th August 1130-2030 hrs and 6th August 1130-1930 hrs.
2.3 – Agreed Brightlingsea U3A can use Hurst Green on Friday 18th August 2017 to hold a games afternoon.
- CLOSE OF MEETING:
There being no further business, the meeting closed at 8.33 p.m.
The Mayor invited all Councillors and members of the public to stay for a drink and nibbles.
Date 15th June 2016