BRIGHTLINGSEA TOWN COUNCIL

Minutes of the Council Meeting held at The Parish Hall, Victoria Place, Brightlingsea on: Thursday 8th December 2011 at 7.30 p.m.

Present:
Councillors
J Russell (Mayor)
K Yallop (Deputy Mayor)
J Aldridge, I Block, J Chapman, V Chapman, E Edey, A Goggin, G Mann, and G Steady

In attendance:
Tracey Pulford –Town Clerk
3 Members of the public

134. APOLOGIES FOR ABSENCE: Councillors Dixon and Olivier and County Councillor Robinson.

135. TO APPROVE THE MINUTES OF THE MEETING HELD ON 17TH NOVEMBER 2011 AND CONFIRM AS A CORRECT RECORD:

The Minutes were accepted as a true record.

136. MAYOR’S ANNOUNCMENTS:

Copy of the Mayor’s Announcements is annexed to the Minutes.

137. QUESTIONS UNDER SO 9(2):

None received.

138. DECLARATION OF PERSONAL AND PREJUDICIAL INTERESTS:

The Mayor reminded Members to declare interests when necessary.

139. TO RECEIVE AND APPROVE THE MINUTES OF THE FINANCE MEETING HELD ON THE 24TH NOVEMBER 2011 AND TO CONFIRM THE RECOMMENDATIONS THEREIN:

Councillor Block moved the Minutes of the meeting held on the 24th November 2011 be accepted as a true record with the following recommendations:

• That the council approves the schedule of audit works as listed in appendix 1.
• The council improves on the quality of the information available to the electors via wider use of the internet for budgets/precept, the end of year accounts, financial reports and details of all  payments and receipts.
• Fully document and record the 2011/2012 Year End process so as to reduce the need for external support in the future.
• To monitor the Governments audit proposals so as to be proactive in ensuring that its audit arrangements for 2012/2013 are effective and comply with best practice.
• Maurice Howard is appointed as our Internal Auditor for 2012/2013, unless the audit arrangements are changed.

Seconded by Councillor J Chapman. Agreed.

Councillor Block than gave the following statement:

“You have all had a copy of the revised estimates for the current year and the forecast for 2012/2013.  So far as this year goes, we should outturn as forecast at the beginning at the year, allowing for a one off increase in both income and subsequently expenditure due to rebates in our solicitors fees from Haven Leisure.

I must however, once again remind all MSRs of the importance of spending their project allocations.  To date we have only spent 2K of the 23.9K allocated.  I will be returning to this subject at the January Council meeting.

Moving onto 2012/2013, despite using an inflation figure of 4%, we are again for the 3rd year running able to maintain our precept at £157,934 (£55.76 for a Band D Property).  Despite this the estimates include a figure of £10,000 for the forth coming Jubilee Celebrations and a healthy increase in the value of projects planned by MSRs, although part of this will be funded by a subvention from the Capital Reserves.

We are also taking a ‘holiday’ this year from paying into the jetty replacement fund – this already contains £36.5K and it was felt by the Finance Committee that there would be no risk in this course of action for one year only.  Grants have also been kept at the 2011/2012 level.

You are therefore requested to note the budgets for 2011/2012 and 2012/2013 and agree the proposed precept will remain at £55.76 for a Band D property.”

Seconded by Councillor J Chapman.  Agreed.

140. TO RECEIVE AND APPROVE THE RECOMMENDATIONS OF THOSE MEMBERS EXAMINING THE ACCOUNTS FOR THE CURRENT PERIOD:

The Payments and Accounts for the period ending November 2011 (as shown on the attached appendix) were proposed by Cllr K Yallop as follows:

General Account Cheque No’s 705101 – 705118 in the sum of £10,971.84 for payment

Bank Balances – All Accounts – in the sum of £292,214.23
Employee payments paid for the month of September were £10,042.08

Seconded by Cllr Russell.  Agreed.

Questions were asked about cheque numbers 705116 and 705105.  Answers were given accordingly. 

141. COUNTY COUNCILLOR ROBINSON:

County Councillor Robinson was absent from the meeting

142.  TO RECEIVE QUESTIONS FROM THE PUBLIC:

These questions are annexed to the Minutes.

143. GRANT FUNDING BY DOMINIC MUNRO-McCARTHY:

Councillor Vivien Chapman reported that unfortunately Dominic was unable to attend the meeting this evening, but a meeting in the New Year will be arranged. 

144. PHARMACY:

Councillor Jayne Chapman briefed members on an recent application for another pharmacy in the Town, and stated that the Doctors are now re-applying for a pharmacy to be housed in the Doctors building.  They would like a letter from the Council of support.  Cllr Chapman gave all the relevant details on the previous application, and the details on the new proposal. 

After discussion it was proposed by Councillor Goggin that we write to the PCT, with a copy of the letter to Dr Hare, stating that the Council supports an application for a 2nd pharmacy in Brightlingsea, and stating that Council must be kept informed of all the details.  Seconded by Cllr Edey.  Agreed.

145. EMERGENCY PLAN:

Councillor Yallop briefed members that the Town Clerk had now received a reply back from Tendring District Council, who stated that the Emergency Plan is down to the Town Council to produce.  TDC are looking for templates at the moment, and in the new year will come and talk to us about what is needed.  Councillor J Chapman stated that Tony still has his old copy, and will dig out a copy for her.

146. TO RECEIVE THE MINUTES OF THE PLANNING MEETINGS HELD ON 24TH NOVEMBER 2011 AND TO NOTE PLANNING DECISIONS OF TENDRING DISTRICT COUNCIL:

Councillor Block proposed that the recommendations in the Minutes of 24th November 2011 be agreed by Council, together with the planning decisions from TDC.  Seconded by Councillor Mann.  Agreed. 

147. TO RECEIVE REPORTS SUBMITTED FROM MEMBERS WITH SPECIAL  RESPONSIBILITIES:
Further to the written reports:- 

Councillor Janet Aldridge – ~The bus shelter seat should be re-installed before Christmas.

Councillor Ian Block – Nothing further to add.

Councillor Jayne  Chapman –  Went to the Christmas Tree lighting at the Waterside Marina.

Councillor Vivien Chapman – Tendring District Council are carrying out some sea wall work on the Promenade, and carrying out other jobs around the Promenade. 

Councillor Elizabeth Edey –  Thanked Terry Hamilton for his support at the footpath meeting, and also the office for collating the list of people interested in helping with the survey.  A discussion then took place on a possible meeting regarding dog mess, and it was agreed that councillor Edey would liaise with Terry Hamilton about this.

Councillor Alan Goggin – Nothing further to add.

Councillor Graham Mann –  Nothing further to add.
 
Councillor Graham Steady –We are trying to put a committee together for Warrens Pond.

Councillor Karen Yallop –  Nothing further to add.
The Mayor then advised Councillor Yallop that she had received a telephone call from Archdeacon Annette following her sending her an e-mail this morning re the Jubilee Beacons.  It is Annette’s view that there will not be a blanket ‘no; but the PCC will have to appoint a responsibility officer (either the Incumbent or Churchwarden) to take full responsibility, undertake a full Risk Assessment (requirement of our Insurers) and go over various other hurdles before being granted an Archdeacon’s Faculty.  She and her fellow Archdeacons are meeting with the Chancellor within the next week or two to agree the way forward.  If you have a meeting in January would you please inform that gathering that the PCC will have to review the situation following further advise from the Archdeacon.  It was then agreed that Councillor Yallop will discuss this with David Salmon.

148. TO RECEIVE REPORTS SUBMITTED FROM MEMBER REPRESENTATIVES ON OUTSIDE BODIES:

Alan Goggin – Nothing further to add. 

Jayne Chapman – Received an e-mail from the Police regarding drug related incidents.

The continental market has been booked for the Boatshow and Regatta.

Vivien Chapman – Attended the recent TDALC meeting where Ian Taylor was one of the guest speakers.  Also in attendance was the new Police Superintendent.

149. TO RECEIVE REPORTS SUBMITTED FROM DISTRICT COUNCILLORS:

Jayne Chapman – Nothing further to add. 

Alan Goggin – Nothing further to add.

Graham Steady – Highlighted the item on his report regarding Martins Farm.  Councillors J Chapman and Goggin also briefed the meeting on this subject.
 
150. TO RECEIVE THE TOWN CLERK’S REPORT: 

The Mayor declared a prejudicial interest in the following item, and left the room whilst discussion took place.  The Deputy Mayor took the chair for this item.

2.1 It was agreed that the Brightlingsea Carnival can hold the 2012 Carnival on the Bayard Recreation Ground on Saturday 16th July 2012, and also hold Car Boot Sales on the Western Promenade on 9/4/12, 7/5/12, 27/5/12, 22/7/12, 27/8/12 and 16/9/12. 
(It was noted that if the car boot sale on the 22nd July clashed with the visit of Bert Stocks Fun Fair, the carnival would be happy to move its date).

The Mayor returned to the meeting and re-took the chair.

2.2 It was agreed that Councillor V Chapman would contact the Model Boat Club  about the extra days usage of the lake.
  
151. As the minutes of the meeting held on the 17th November 2011 were ‘incomplete; it was agreed that these would be taken to the next meeting for approval.

152. CLOSE OF MEETING:
 
There being no further business, the meeting closed at 8.52 pm.