BRIGHTLINGSEA TOWN COUNCIL
Minutes of the Council Meeting held at The Parish Hall, Victoria Place, Brightlingsea on: Thursday 19th April 2012 at 7.30 p.m.
J Russell (Mayor)
K Yallop (Deputy Mayor)
J Aldridge, I Block, J Chapman, V Chapman,
D Dixon, E Edey, A Goggin, G Mann,
C Olivier and G Steady
Tracey Pulford –Town Clerk
County Councillor Robinson
William Smith – Senior Waste & Recycling Officer for TDC
9 Members of the public
Before the meeting started, prayers were led by Gordon Kuphal.
216. APOLOGIES FOR ABSENCE: None received
217. TO APPROVE THE MINUTES OF THE MEETING HELD ON 15TH MARCH 2012 AND CONFIRM AS A CORRECT RECORD:
The Minutes were accepted as a true record.
218. MAYOR’S ANNOUNCMENTS:
Copy of the Mayor’s Announcements is annexed to the Minutes.
219. QUESTIONS UNDER SO 9(2):
The Mayor reminded members that no discussion would take place on the answer to this question.
Councillor Goggin asked the following question:
• Can the Mayor tell me if Brightlingsea Town Council has their own individual policy in respect of bullying towards our staff or members, and can a copy be circulated to members, but if not can I recommend that the Council consider adopting the Harassment and Bullying policy agreed by Tendring District Council by their Human resources Committee during 2011?
• Can the Mayor further advise if there have been any reported cases of bullying in the last 10 years?
The Mayor replied that 1) this matter is being referred to next staff meeting. Councillor J Chapman raised this policy, among several others at the last meeting If any Councillor wants to have an input into the context of the policies, they should be present a the staff meeting. 2) No, there have been no reported cases of bullying.
220. DECLARATION OF PERSONAL AND PREJUDICIAL INTERESTS:
The Mayor reminded Members to declare interests when necessary.
221. TO RECEIVE AND APPROVE THE RECOMMENDATIONS OF THOSE MEMBERS EXAMINING THE ACCOUNTS FOR THE CURRENT PERIOD:
The Payments and Accounts for the period ending March 2012 (as shown on the attached appendix) were proposed by Cllr V Chapman as follows:
General Account Cheque No’s 705198 – 705238 in the sum of £35,695.33 for payment
Bank Balances – All Accounts – in the sum of £219,026.87
Employee payments paid for the month of March were £10,343.07
Seconded by Cllr J Chapman. Agreed.
Questions were then asked about cheque numbers 705236, 705203, 705207, 705208, 705218, 705220, 705224, 705225 and 705234. Answers were given accordingly. Councillor Olivier then suggested that perhaps the cheques form should include another column to say what that cheque is for. This was agreed.
222. TO RECEIVE AND APPROVE THE MINUTES OF THE FINANCE MEETING HELD ON 29TH MARCH 2012 AND TO CONFIRM THE RECOMMENDATIONS THEREIN:
Councillor Block recommended that the Minutes of the meeting held on the 29th March 2012 be accepted as a true record with the following recommendations:
• Before we issue the cheque for the outstanding amount for the 2011 event, we invite Mark and the Energise Committee in to an informal meeting with members of the finance committee to discuss last years losses and next years budget.
• The Skate Park becomes the first bid for Darren to look into.
• The timetable for the discretionary grants would be as follows:
Advert to be placed in the May edition of the Chronicle:
Deadline for applications – 22nd June 2012
Finance Committee Meeting – Thursday 28th June 2012.
• In March 2012 we pay the £1,420.13 outstanding (per the HMRC) for April 2011.
• We pay the amounts deducted for March 2012 in April 2012 and reconcile the payments made from May 2011 to April 2012 with the amount due per the P35 PAYE year end return.
• We pay the amount which HMRC say is due for 2010/11 £237.26 plus £4.76 interest.
• Councillors responsible for checking and authorising payments are briefed on the new arrangements.
• A creditor will now need to be accrued each year from 2011/12 for the amounts due to HMRC for March.
• Councillor Block and Tracey Pulford go through the Risk Assessment Report and ensure all items are carried out.
• Councillor Steady contacts the cricket club regarding their outstanding invoices, and if these are not paid by the end of the financial year, they would be called in for a meeting to discuss further.
• Tracey Pulford would be the nominated independent person to sit on any meetings/discussions with officers from the Queen Elizabeth II Field Challenge, along with Richard Hunt from Brightlingsea Regent Football Club and Brightlingsea Cricket Club, and Councillor Steady as MSR for Youth and Amenity Areas, and that the self build scheme would be discussed in full with the Internal Auditor to see what we can and can’t do.
Seconded by Councillor J Chapman. Agreed.
Councillor Steady then asked a question regarding debtors. He asked if the debt could be referred to the relevant MSR in charge. Councillor Block said that as Chair of Finance he had no problem with this, but he should also have an input.
Councillor Steady also mentioned the Bayard Recreation Ground, and the Queen Elizabeth II Field Challenge. He said that a meeting had been held with the Regional Manager and the application form is now ready to be sent off. He said that the Fields in Trust will protect the Recreation Ground from being sold off for building etc., and that there is a pot of money up to £50,000 to apply for. Members agreed that the application form should be submitted.
Councillor Goggin then spoke about the current invoicing system, and that invoices are sent out in advance, others in arrears. He asked members that if they had any opinions to let the finance committee know.
223. COUNTY COUNCILLOR ROBINSON:
County Councillor Robinson reported that he had attended the 3rd meeting of the Tendring Locality Board. Members asked questions regarding this meeting, and also regarding potholes in the Town and the bollards on Church Road.
224. TO RECEIVE QUESTIONS FROM THE PUBLIC:
These questions are annexed to the Minutes.
225. REPORT FROM BILL SMITH – SENIOR WASTE & RECYCLING OFFICER AT TENDRING DISTRICT COUNCIL ON THE NEW WEEKLY RECYCLING AND WASTE COLLECTION SERVICE:
Bill Smith, Senior Waste and recycling Officer at Tendring District Council gave an overview of the new recycling scheme recently implemented by TDC. Many questions were asked and much discussion took place.
The Mayor thanked Mr Smith for attending.
Mr Smith left the meeting at 9.50 pm.
226. BRIGHTLINGSEA WAR MEMORIAL – COUNCILLOR GOGGIN TO REPORT:
Councillor Goggin stated that during his two years as Chairman of TDC he had attended a lot of services at War Memorials. He stated that those people attending these services are getting younger and younger. These memorials only commemorate World War I and World War II, and it had been suggested that any memorials owned by TDC would have another plaque stating ‘and remembering those who have died in subsequent conflicts’. He therefore suggested that Brightlingsea Town Council liaises with the Brightlingsea British Legion for their views of having this plaque added to Brightlingsea’s memorial.
After discussion it was agreed that Councillor Goggin would liaise with the Royal British Legion, Brightlingsea branch about this.
227. TO RECEIVE THE MINUTES OF THE PLANNING MEETINGS HELD ON 22ND MARCH AND 5TH APRIL 2012 AND TO NOTE PLANNING DECISIONS OF TENDRING DISTRICT COUNCIL:
Councillor Dixon proposed that the recommendations in the Minutes of 22nd March and 5th April 2012 be agreed by Council, together with the planning decisions from TDC. Seconded by Councillor Edey. Agreed.
Councillor Dixon then spoke about an e-mail received from Gary Ashby of TDC, regarding LDF and that a reply was needed before the 11th May. He then asked the Mayor if an extraordinary meeting could be arranged for Thursday 3rd May, at 7pm, before the planning meeting at 7.30pm. Agreed.
228. TO RECEIVE REPORTS SUBMITTED FROM MEMBERS WITH SPECIAL RESPONSIBILITIES:
Further to the written reports:-
Councillor Janet Aldridge – Nothing further to add.
Councillor Ian Block – Nothing further to add.
Councillor Jayne Chapman – Nothing further to add.
Councillor Vivien Chapman – Have spoken to Steve Gove of TDC and the seaweed around the paddling pool and should be cleared before the next bank holiday. They are also grading the sand at the beach. We are chasing up the signs for the horses.
Councillor Elizabeth Edey – Held a meeting on Monday evening with the dog mess sub-committee. We discussed a few items of interest, and have agreed to hold a stall outside the Church in the High Street on Saturday 5th May. We will be handing out leaflets, selling dog bags etc. Councillor Aldridge asked if there had been any clarification regarding the handing in of names at the office. Councillor Yallop stated that an e-mail had been sent regarding this.
Have attended a course at Cressing Temple on the legal side of footpaths.
Councillor Alan Goggin – Would like to arrange a meeting with Businessmen, if you have any input on who should attend, please let me know.
Councillor J Chapman reported on the Regatta, and stated that there are 30 stalls booked in at moment. The Yacht Club and Sailing Club are sorting out the water events and Dong Energy and the Harbour Commissioners are sponsoring the event. If you know of anyone who would like a stall, please let me know.
Councillor Aldridge asked Councillor Goggin on his views on the parking at the Hard. Councillor Goggin stated that he had spoken to several people, and had received one complaint who wanted more restricted parking around the Hard area. They had problems running their business with the current parking. Other businessmen in the area want more parking.
Councillor Graham Mann – Work at the pool is coming to fruition.
Councillor Graham Steady – Thanked everybody who popped into the 4-Youth building on Sunday. He stated that he was very impressed with the work that had been carried out so far.
Councillor Karen Yallop –Nothing to report. Councillor Aldridge asked how many commemorative coins had been ordered by the public, where the beacon was to be placed, and what is the £10,000 budget to be spent on. Councillor Yallop replied that 502 coins had been ordered, the beacon is to be placed on the Promenade and the budget is being spent on the purchasing of the coins, beacon, fireworks, etc. She stated that the marquee for the ball is being paid for by the selling of the ball tickets. Councillor Block added that so far the expenditure of the Jubilee event is around £8,000.
229. TO RECEIVE REPORTS SUBMITTED FROM MEMBER REPRESENTATIVES ON OUTSIDE BODIES:
Jayne Chapman – Attended the churchyard maintenance committee meeting, and have given the Town Clerk a copy of the minutes to file.
Alan Goggin –Nothing to add
Colin Olivier – Brightlingsea Society – Previously reported that the membership is stuck in mid 40’s. They have recently spent £170.00 on insurance, understanding that the could not use the Parish Hall if they did not have insurance. I would like the Council to reimburse the Brightlingsea Society the cost of the insurance. The Mayor said that this would be taken to the finance committee for their comments.
Vivien Chapman – Was unable to attend the last TDALC meeting. The Mayor stated that this meeting was a ‘rubbish’ meeting on recycling.
230. TO RECEIVE REPORTS SUBMITTED FROM DISTRICT COUNCILLORS:
Alan Goggin – Thanked Councillor Russell for all her involvement in the Civic Service.
He then went on to mention that 6 councillors had been reported to the Standards Committee. The Mayor said that this was not the time or place to discuss this, and that we note your concern.
Graham Steady – Nothing further to add.
Jayne Chapman – also attended the Council meeting
231. TO RECEIVE THE TOWN CLERK’S REPORT:
2.1 Brightlingsea Free Music Festival – Members felt that they could not close off the road due the bus route, and after discussion it was agreed that Councillors Edey and Yallop would discuss the further at the meeting with the Music Festival on Friday.
232. MOTION TO EXCLUDE THE PUBLIC IN ACCORDANCE WITH THE PUBLIC BODIES (ADMISSION TO MEETINGS) ACT 1960 – To discuss the following:
(a) To receive the Part B Minutes from the Council Meeting held on the 19th April 2012 and confirm the recommendations therein.
(b) Property Update